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.