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 www.duq.edu/benefits
Location: College of Osteopathic Medicine
Position Status: Full-time
Hours: Varied
Position Number: 001664/30-408
FLSA Status: Non-exempt
POSITION
SUMMARY:
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.
DUTIES
AND RESPONSIBILITIES:
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.
REQUIREMENTS:
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.
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.