Administrative Assistant for Academic Affairs – College of Osteopathic Medicine
Salary: $22.00 - $24.67 per hour
Benefits: Generous
benefits include paid time off including holidays and vacation, retirement
match, and tuition remission for employee and dependents. Details at www.duq.edu/benefits
Location: College of Osteopathic Medicine
Position Status: Full-time ( based
on 35 hour work week)
Hours: Varied
Position Number: 000632/30-398
FLSA Status: Non-exempt
POSITION SUMMARY:
The
Administrative Assistant position for the Duquesne University College of
Osteopathic Medicine Department of Academic Affairs is a highly skilled
paraprofessional position that supports the activities of the Academic Affairs
Department, with support for additional departments including Admissions, Student Affairs, Medical Education,
Assessment, Financial Aid, Academic Excellence, and the Medical Registrar. This Administrative Assistant will
maintain organization of files, perform bookkeeping, engage in verbal and
written communication, manage schedules, and coordinate necessary meetings for
members of the department. This position reports to the Associate Dean for
Academic Affairs.
DUTIES AND
RESPONSIBILITIES:
The qualified candidate will provide primary support to the COM
Associate Dean for Academic Affairs, as well as the offices of Admissions,
Student Affairs, Medical Education, Assessment, Financial Aid, Academic
Excellence, and the Medical Registrar as needed.
As the primary customer service representative for the office, this person will serve
as first point of contact with the Academic Affairs Department of the COM. As a
result, this individual will direct incoming calls to the appropriate person or
department, respond to incoming departmental emails, assist with the
development and implementation of academic and curricular schedules, manage
calendars and appointments, take meeting notes as needed, and follow up with
phone calls, emails, and official written communications.
Maintains
schedule of the Associate Dean for Academic Affairs and schedules zoom, teams,
and in-person meetings as requested.
This person will work directly with the team on budget development, reconciliation and
tracking, and other budgetary items.
Attends department meetings, records minutes, and provides updates as needed
Assists with arrangements for recruitment trips, open houses, accepted students’ days, orientation, white coat ceremony, graduation, outreach programs, and other COM student events.
Picks up and distributes mail.
Works collaboratively with other administrative assistants throughout the College and on-campus.
Works collaboratively with other departments throughout the College and on-campus.
Processes all department purchase invoices.
Reconciles the department’s procurement card accounts.
Completes other duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Bachelor’s degree, preferably in English, communications, or
business.
Experience
and training in an office environment, with knowledge, skills and abilities
required to perform the essential job functions. This includes demonstrated
proficiency with current Microsoft Office Suite: Word, Excel, PowerPoint,
Teams, Access, and Publisher as well as Outlook e-mail.
Willingness
and ability to utilize new technologies relevant to the position.
Knowledge of,
or the ability to learn internal University and COM systems including WebAdmit,
Slate, Chrome River, Banner, Canvas, and others.
Excellent organizational skills, accuracy, diplomacy and good
interpersonal skills.
The candidate will exhibit independence, working within established
policies, while cooperating with other staff of the COM and the University, in
support of their missions.
This position
requires a high level of administrative and customer service support skills, as
the position requires extensive contact with students, faculty, and staff.
Scheduling
flexibility is a must. Overtime may be required during peak event times during
the year.
Must be
mobile and have the ability to lift up to 25 pounds. It requires the ability to
travel and enter facilities which may not be ADA compliant.
Preferred
qualifications:
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:
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.
APPLICATION
INSTRUCTIONS:
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 (http://www.hercjobs.org/oh-western-pa-wv/).
We invite applicants for this position to learn more about our university and
its Spiritan heritage by visiting http://www.duq.edu/about/mission-and-identity/mission-statement.
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.