Administrative Assistant– Forensic Science and Law Program, School of Science and Engineering
Salary: $23.04 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: Forensic
Science and Law Program, School of Science and Engineering
Position Status: Full-time (35
hours per week)
Hours: Varied
Position Number: 000517/30-409
FLSA Status: Non-exempt
POSITION SUMMARY:
The administrative assistant is
responsible for fiscal management including budget monitoring, planning, and
record keeping. The position will also support the Forensic Science and Law
(FSL) office with clerical and administrative duties. This includes maintaining
office databases, coordinating office calendar, assisting with program
recruitment and support of all FEPAC (Forensic Science Education Programs
Accreditation Commission) initiatives. The position additionally supports FSL
faculty and adjuncts including submission of adjunct contracts and classroom
support (textbook ordering, copying of class handouts and materials, Bb
assistance and proctoring of examinations as needed). The position will also support
the professional, general public and student programming of the IFSL, including
faculty, registrant, student and general communication needs.
DUTIES AND
RESPONSIBILITIES:
Provide fiscal management to the FSL
program. Includes budget monitoring, planning, balancing and record keeping.
Processing orders and requisitions for the FSL office including general office
supplies, FSL laboratory and research supplies and laboratory equipment as
needed. Update Unimarket when orders are received and closed. Submit monthly
procurement card reports for the director. Order catering for FSL events.
Monitor graduate student stipends and collect time sheets as needed. Assist
with travel planning and expenditures including registration for professional
seminars and events for the FSL Director, Assistant Director and professors.
Provide weekly updates of expenditures to Director and Assistant Director.
Provide administrative
support to the FSL office. Includes greeting visitors, answering phone calls,
coordination of family and prospective student appointments with the Office of
Admissions. Support FSL and School of Science and Engineering recruitment
events; coordinate laboratory tours; produce and distribute recruitment
material (information packets) used by the FSL office. Maintain FSL lyris lists
and FSL faculty, alumni and student databases. Update FSL website as needed.
Produce Dean List certificates and congratulatory letters as needed. Distribute
freshmen mailing and create new student file folders. Utilize 25Live as needed
for classroom and FSL meetings and monitor usage of FH E103 and 214. Record and
provide attendees with minutes form FSL meetings. Submit kronos time records
for FSL student aides and School of Science and Engineering Award recipients.
Request swipe access for students and professors as needed for FSL laboratories
and buildings. Maintain FSL program calendar and assist in coordinating FSL
events. Support FEPAC requirements for FSL compliance. Maintain confidentiality with FSL student information. Assist the
Director and Assistant Director with related duties as assigned.
Provide FSL professor and
adjunct support. This includes maintenance of adjunct professor contracts each
semester. Collect FORE course syllabi each semester. Update FSL adjunct professors
with information packets including class and photo rosters, academic calendar
and grading policy. Order textbooks for FRE courses as needed and classroom
materials. Make copies of handouts and/or examinations for adjuncts, provide Bb
support and proctor exams as needed.
Provide IFSL support with
respect to meeting faculty/lecturer needs, including travel/hotel planning,
preparation for Zoom programs, continuing education applications, expense
reimbursements, etc.
Provide IFSL support with
respect to public communication and administrative work pertaining to
registration and payment, registration confirmations, continuing education
filings, special needs, refunds, etc.
Provide IFSL support with
respect to website maintenance, print materials and other publicity and
communication needs.
Provide IFSL support with
respect to undergraduate and graduate seminar needs.
Completes other
duties as assigned.
SUPERVISORY
RESPONSIBILITIES:
Supervises
student employees only (1-2).
REQUIREMENTS:
Minimum qualifications:
Bachelor’s degree from an accredited institution and 1-3 years of work-related
experience.
Preferred qualifications:
Bachelor’s degree in finance or business.
It would be beneficial for
the person filling this position to have experience with budgets, credit card
purchases and payments. Additionally, it would be beneficial for the person to
have worked in a customer service environment and someone who relates well to students.
Since the administrative position involves much student involvement, it should
be someone who enjoys working with students.
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:
Possesses interpersonal
skills including the following: an active listener, dependable, motivated,
responsible, flexible, and able to work as a team member.
Possesses technical skills,
is a problem solver, can operate well with Microsoft word and able to perform
mail merges for office mailings.
Has familiarity with social
media platforms, Zoom meetings/webinars and other internet-based methods of
learning and communication
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.