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.