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.