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Administrative Assistant, Graduate Programs – School of Nursing

Salary: $20.00 - $24.00 per hour
Benefits: Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents.  Details at
Location: School of Nursing
Position Status: Full-time ( 35 hours per week)                                            
Hours: Varied
Position Number: 000482/30-392              
FLSA Status: Non-exempt   


This is a highly skilled and diversified position which entails clerical, secretarial, logistics, and planning skills. The Administrative Assistant will need to have the capacity to work independently to prioritize among the needs of multiple projects, as well as exercise considerable initiative. This position is responsible for the primary functions of the graduate program.  Key guidelines include PhD, MSN, DNP student and faculty handbooks, School of Nursing policies and procedures, curriculum and program plans.  Technical skills in the operation of dominant software packages and knowledge of Duquesne University registration and budget procedures are required. The primary contacts of the position are the School of Nursing Chairs of Graduate Studies, Associate Dean for Student Services, Graduate Advisors, SANE Coordinator, graduate faculty and the Director of Business and Administration.


Provides clerical and secretarial support to the School of Nursing Chairs of Graduate Studies.

Administrative support for graduate curriculum committees and other committees as assigned.

Supports the School of Nursing graduate faculty with budget, travel and supplies.

Maintains P-card records and reports according to University guidelines.

Coordinates online Sexual Assault Nurse Examiner (SANE) program.  Maintains Canvas site, process registration and payments.

Coordinates RA/GA program assignments and tracking of hours.

Coordinates with Chair and Student Services for support with student activities and issues as assigned. Assist with Academic Standing letters.

Assists with scheduling, room assignments, logistical issues related to academic scheduling for graduate programs. Assists with Doctoral and MSN orientation, residency weeks and dissertation defenses.

Maintains graduate schedule of courses, coordinating with School of Nursing and University Registrar’s office. Maintains the course listings in Banner.

Manages activities and processes associated with academic milestone events in graduate program (topic/capstone approval, qualifying exam, dissertation defense, DNP capstone presentations).

Completes other duties as assigned.



Minimum qualifications:

Work requires an Associate’s Degree in business from an accredited institution and 3-5 years of experience in a closely related field.

Preferred qualifications:

Bachelor’s degree from an accredited institution.

Prior experience supporting senior management is preferred and highly desirable.

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Ability to communicate effectively, both orally and in writing

Excellent interpersonal skills with a customer service orientation

Ability to establish and maintain effective working relationships with colleagues, community representatives and fellow employees

Ability to be a self-starter; excellent business skills as well as knowledge of filing procedures and bookkeeping methods

Knowledge of computer applications (Word, Excel, Microsoft Office Suite) and the University Banner system

Ability to work a flexible schedule as needed in order to attend School events

Ability and willingness to assist with other tasks as needed

Enthusiastically seeks out work and new assignments

Shows interest and initiative in taking on new and challenging assignments

Excellent organizational and problem-solving skills

Ability to initiate and follow through with work responsibilities and to meet deadlines

Sensitivity to the need of each individual to be treated with dignity and respect as it relates to diversity in general and the Mission of the University specifically

Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission.  Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others)

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.  The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.


Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (

We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting Those invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit.  Duquesne University is Catholic in mission and ecumenical in spirit.  Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.