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Administrative Assistant to Presidential Senior Advisors– Office of the President

Salary: $24.18 - $25.27 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: Office of the President
Position Status: Full-time (35 hours per week)                                        
Hours: Varied
Position Number: 001666              
FLSA Status: Non-exempt

 

POSITION SUMMARY:

The incumbent will provide confidential administrative support to the Secretary of the Board of Directors, the Senior Advisor for Spiritan Mission and Campus Culture, and the Chief of Staff.  Additionally, the incumbent will provide support to the Secretary and the Board by preparing for Board meetings and retreats, attending and taking accurate minutes at Board meetings, and routinely corresponding with Board members to answer questions and provide information. Additionally, the incumbent will provide administrative support to the Senior Advisor for Spiritan Mission and Campus Culture, including expense report preparation. Additionally, the incumbent will support the President’s office by answering phones, assisting guests with arrival, and general office operations assistance such as mail, photocopying, and supplies management.

 

DUTIES AND RESPONSIBILITIES:

Provides confidential administrative support to the Secretary of the Board of Directors including, but not limited to, the following:

-Attends all Board meetings and takes and prepares minutes

-Assists in preparation of agendas and other materials for all meetings

-Prepares for Orientation for new Board members and assists w/ transition of departing members

-Assists in planning bi-annual retreat

-Drafts invitations, reminders, letters, and emails for all Board related meetings/events

-Works with Event Services to schedule Board meetings/events

-Assists in planning Board dinners and social events

-Maintains all Board Resolutions

-Organizes Board and Committee meetings room reservations, technology needs, catering, and set-up

Provides general budget support, including, coordinating and reconciling department budget; manages expense reports for Senior Advisor to the President for Strategic Initiatives and for the Senior Advisor to the President for Spiritan Mission and Campus Culture.

Maintains Board records, including up to date Director biographical information, contact lists and all committee lists and meeting schedules; corresponds with VPs to gather board reports for board materials; creates final Board Materials for the on-line website Diligent Board portal.

Provides general support for the Duquesne University Leadership Academy (DULA); organizes student applications, maintains student records, assists in the publication of print and in-line marketing materials, and manages the budget of the program. 

Works with feeder high schools on issues such as transportation, hotel accommodations, stipends for presenters, and manages logistical details such as food and recreational experiences for the students. 

Supports the President’s office by answering phones, assisting guests with arrival, and general office operations assistance such as mail, photocopying, and supplies management.

Performs related duties as assigned.

 

REQUIREMENTS:

Minimum qualifications:

Minimum of a High School diploma.

3-5 years of experience in an administrative support role.

Preferred qualifications:

Associate’s degree in business or related field from an accredited institution.

Experience supporting senior leadership preferred.

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:

Experience with Microsoft Office applications.

Strong organizational skills.

Demonstrated ability to maintain discretion and confidentiality when dealing with sensitive information.

Experience taking accurate, thorough meeting minutes.

Strong editing, writing, and proofreading skills.

Ability to work successfully on multiple projects with varying timelines.

Ability to plan and execute events with strong attention to detail, flexibility, and the ability to anticipate needs.

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.