Job Details

Refer Job: Send to a Friend
  • Share this on Facebook
  • Share this on LinkedIn

Add Add to Saved Jobs


Administrative Assistant, Clinical Affairs – College of Osteopathic Medicine

Salary: $21.98 - $24.73 per hour
Benefits: Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents.  Details at
Location: College of Osteopathic Medicine
Position Status: Full-time                                             
Hours: Varied
Position Number: 001664/30-408                 
FLSA Status: Non-exempt



This highly skilled paraprofessional position requires the exercise of considerable initiative, independent judgment, high-level administrative work, and discretion to support and facilitate the role of the Associate Dean for Clinical Affairs and the Clinical Affairs Department. The position reports to the Associate Dean for Clinical Affairs.



Provides overall administrative support to the Associate Dean for Clinical Affairs and the Department of Clinical Affairs Faculty of the College of Osteopathic Medicine (COM).

Takes proactive initiative to support the daily executive functioning of the Associate Dean.

Manages the Associate Dean’s appointment calendar and coordinates with others within the COM, University, and outside entities to meet scheduling needs

Assists in travel arrangements and related events

Manages the Associate Dean’s procurement card according to established University policies

Provides administrative support for meetings including scheduling, taking meeting minutes, creating agendas, compiling packets/slides/handouts, maintaining accurate contact lists and communications, and tracking completion of follow-up tasks/action items

Manage multiple and competing priorities and schedules simultaneously

Assists in projects related to the Department of Clinical Affairs

Takes responsibility for assigned projects, completing related tasks, and identifying and implementing strategies to improve processes and procedures related to the projects

Develops and maintains standard operating procedures (SOPs) for departmental processes and implementation of COM policies

Creates and maintains accurate files related to the departments, committees, events, and assigned projects

Effectively communicates with members of the team to ensure accurate record-keeping

Facilitates timely completion of assigned tasks through regular reminders and follow-ups ahead of deadlines

Assists in the development of written and printed materials for projects, accreditation, curriculum documents, events, etc.

Helps to maintain documents related to faculty and staff within the department

Assists in the maintenance of the Department’s budget

Collaborates on budget oversight and record-keeping

Provides regular monitoring and budget status reports

Serves as a primary point of contact for the Clinical Affairs Department connecting with leaders and personnel from the University, outside entities, and the COM.

Professionally represent the COM

Develop meaningful relationships while maintaining confidentiality and discretion in communications

Ensure frequent and timely follow-up communications, proactively identify needs and resolve communication gaps

Participates in the College of Osteopathic Medicine events including conferences, white coat ceremony, graduation, etc.

Completes other duties as assigned.



Minimum qualifications:

Associates degree from an accredited institution.

Work-related experience as an administrative assistant.

Preferred qualifications:

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

Work-related experience as an administrative assistant to a Dean, Associate Dean, or other executives in a healthcare-related or medical education field.

Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff, and others).

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:

Excellent time management and organization skills

Strong technical skills including Microsoft Outlook, Word, Excel, and PowerPoint, Telecommunications software (Ex: Zoom), Web-based software, Adobe PDFs

Ability to work independently on complex and confidential issues

Experience preparing reports

Ability to establish and maintain effective working relationships with the University and COM communities.

Excellent communication skills

Knowledge and experience in accounting and financial management principles

Must be mobile and able to lift up-to 25 pounds. The position requires the ability to travel and enter facilities that may not be ADA-compliant.

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.



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 (

We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting 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.