Job Details



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

Add Add to Saved Jobs

Back

Administrative Assistant – Thomas R. Kline School of Law of Duquesne University

Salary: $20.88/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: Thomas R. Kline School of Law
Position Status: Full-time (35 hours per week)                                         
Hours: Monday through Friday 8:30 a.m.- 4:30 p.m.
Position Number: 000495/30-412                
FLSA Status: Non-exempt

 

POSITION SUMMARY:

This Administrative Assistant provides administrative support for Law School Programs including The Thomas R. Kline Center for Judicial Education, the Appellate Moot Court Program, and the Trial Advocacy Program. The Administrative Assistant also provides support to faculty and coordinates special projects and events as assigned.

The Thomas R. Kline Center for Judicial (Kline Center) plans, designs, and delivers continuing judicial educational programming to judges of the Commonwealth of Pennsylvania, often in conjunction with the Administrative Office of the Pennsylvania Courts; it also provides educational resources and hosts special events of interest to judges and the broader legal community, including the Distinguished Speaker Series. The Administrative Assistant will assist the Kline Center with the coordination of continuing judicial education programming and special events and projects, as well as the maintenance of programmatic files related to Kline Center operations and growth.

The Appellate Moot Court and Trial Advocacy Programs provide selected students with the opportunity to represent the Duquesne Kline School of Law in competitions across the country. The Administrative Assistant will coordinate travel for national advocacy competitions for both the Appellate Moot Court and Trial Advocacy Programs and tracks expenses for these programs.

The Administrative Assistant will support faculty teaching and scholarship activities and assist with other tasks assigned to support the law school's overall success.

 

DUTIES AND RESPONSIBILITIES:

THOMAS R. KLINE CENTER FOR JUDICIAL EDUCATION (33%)

Supports the work of the Kline Center’s Director, Associate Director, and Jurist-in-Residence in planning, creating, and delivering judicial education programming, by assisting with correspondence, scheduling, material assembly (e.g., Agenda & Speaker Bios), etc. 

Assists the Kline Center with the coordination of special projects, including, but not limited to, the hosting of the Kline Center’s Distinguished Speaker Series and other events (programs, dinners, cocktail receptions, book signings, etc.) involving judges, lawyers, legal academics, and law students.

Assists with the creation and maintenance of Kline Center programmatic files and budgetary items (such as attendee & invitee lists, financial records, historical cost data, p-Card input, physical plant maintenance, etc.) 

Updates and maintains the Kline Center website.

Communicates with judges, attorneys, employees, students, vendors, and visitors via phone, email, and face-to-face.

 APPELLATE MOOT COURT & TRIAL ADVOCACY PROGRAMS (33%)

 Coordinates travel arrangements for national advocacy competitions annually for both programs. This includes competition registration, hotel, airfare, rental vehicles, expense reports, etc., for student competitors and team coaches.

 Communicates and corresponds via email, phone, and in-person with advocacy students of both programs as needed.

 Update the School of Law website pages for both programs and provide online content to the Director of Communications to promote programs and events.

 Monitors funds by tracking expenses and projecting costs, manage inventory, order supplies.

 Supports all program initiatives by gathering data, preparing reports and correspondence, etc.

 FACULTY AND LAW SCHOOL SUPPORT (34%)

 Supports faculty needs, including the performance of tasks related to teaching and scholarship activity (i.e., printing, scanning, copying, ordering books, updating course sites, etc.)

 Tracks and monitors grade distributions, student attendance, and other duties as assigned. This includes updating the Canvas course management system.

 Provides administrative support with special projects and special events.

 Oversees office functions including scheduling rooms, processing maintenance requests, maintaining office equipment, serve as back-up to other Law School staff, etc.

 Communicates with students, employees, vendors, and visitors via phone, email, and face-to-face.

 Updates and maintains portions of the Law School website as requested.

 Assesses daily needs to provide additional assistance to Law School staff or triage requests.

 Completes other duties as assigned.


REQUIREMENTS:

Minimum qualifications:

Experience in an office environment, preferably within higher education.

A minimum of 2 years of experience prioritizing tasks and managing conflicting demands.  

Three years of administrative, executive secretarial, or any equivalent combination of experience and training that provides the knowledge, skills, and abilities required to perform the essential job functions.

Preferred qualifications:

Familiarity with website content management and higher education is helpful, but not required.

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:

Strong verbal and written communication skills and a basic knowledge of office equipment/technology, including Microsoft Office (including Word and Excel), Outlook, and Zoom.       

Strong organizational and problem-solving skills.

Excellent customer service skills, ability to take initiative, and an ability to work well independently as well as part of a team. 

Experience coordinating events and large projects, individually or as part of a team.

An ability to monitor budgets and project expenses.

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.