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Admin. Assistant, Dean’s Office & Dept. of Biological Sciences – School of Science & Engineering

Salary: Commensurate with experience
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: School of Science and Engineering
Position Status: Full-time                                             
Hours: Monday through Friday, 8:30 a.m.- 4:30 p.m.
Position Number: 002403/30-404                
FLSA Status: Non-exempt

 

POSITION SUMMARY:

The position will serve the Department of Biological Sciences (20%) and the Office of the Dean (80%). In both offices, the person will welcome visitors to the office and provide direct support. They will provide administrative academic support for school committees, the undergraduate research program, course scheduling, departmental email correspondence, and take faculty meeting minutes. The position is also responsible for event planning, including room reservations, catering, and any travel plans. The person in this position will spend the majority of their time in the Dean’s Office.

This position has two main purposes: administrative support and office reception. The employee in the position will to welcome visitors, students, faculty and staff to the office and accommodate their requests.

 

DUTIES AND RESPONSIBILITIES:

Receive, screen and refer office walk-ins, telephone, and email

Events, both academic and social

Notify personnel inside and outside of university regarding meetings, events, seminars

Set-up Doodle Polls

Order catering

Make room reservations

Prepare seminar schedules

Prepare paperwork for honorariums for speakers. Travel arrangements as needed.

Academic support

Undergraduate Research Program:

Receive, track, and communicate with approximately 2-300 applicants

Work with Program Directors to plan events during the summer

Mentoring:

Add files for new students, removing files of students that have graduated

Preparing packets of information for faculty mentoring

Take minutes at Faculty and Staff Meetings, preparing drafts of these minutes

Make changes to course schedule (times, caps, instructors, additional sections, etc

Coordinates departmental tours for prospective students

Make and send Qualtrics surveys

Other departmental duties

Process timesheets

Enter FAMIS requests

Process UPS shipments, emailing labels and receipts to requestors

Prepare schedules for conference room and various common rooms as requested

Schedule, train, assign and supervise work of student assistants

Inventory and replenish office supplies and instructional supplies

Duties as assigned by supervisor

Completes other duties as assigned

 

REQUIREMENTS:

 Minimum qualifications:

 Bachelor’s degree from an accredited institution.

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:

 Exceptional interpersonal skills; able to interact effectively with students, faculty and staff

 Excellent customer service and problem-solving skills

 Self-motivated, energetic and able to work independently as well as part of a team; accepts responsibility with limited supervision

 Proficient in information technologies, and should display a willingness to learn new technologies relevant to the position.  These include Microsoft Office applications (Word, Excel & PowerPoint), as well as querying and reporting of specialized databases.

 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.