"Administrative Assistant, Institute for Disability Empowerment and Advocacy – Education"

POSITION SUMMARY:

The Administrative Assistant provides high-level administrative and event planning support to ensure the smooth operation of the department’s daily activities and special initiatives. This position coordinates meetings, events, and logistics while managing communications, schedules, and documentation for leadership and team members. The Administrative Assistant serves as a central point of contact for internal and external partners, ensuring professional and efficient interactions. The role requires strong organizational, communication, and problem-solving skills to balance administrative responsibilities with the coordination of events that advance the department’s goals and visibility.

The Administrative Assistant provides essential administrative and event planning support for the newly established Institute for Disability Empowerment and Advocacy. As the Institute launches programs, partnerships, and community initiatives, this dedicated role is needed to coordinate logistics, manage communications, and ensure smooth execution of events and daily operations. The Administrative Assistant will play a key role in building the Institute’s infrastructure, supporting its leadership, and creating welcoming, accessible experiences that reflect the Institute’s mission and values.

DUTIES AND RESPONSIBILITIES:

Event Planning and Coordination: Plans, organizes, and executes events, meetings, and programs for the Institute for Disability Empowerment and Advocacy (IDEA), including conferences, community gatherings, workshops, and lectures. Manages event logistics such as scheduling, venue reservations, catering, accessibility accommodations, and vendor coordination to ensure smooth, inclusive, and high-quality experiences.

Administrative and Office Support: Provides comprehensive administrative support to the Executive Director and Institute staff, including scheduling meetings, managing calendars, preparing correspondence, maintaining records, and processing expense reports. Ensures the efficient operation of daily office functions and serves as the primary contact for internal and external inquiries.

Budget and Purchasing Assistance: Monitors event and office budgets, tracks expenditures, and assists with purchasing, vendor payments, and financial documentation in coordination with the University’s finance systems and policies.

Data and Reporting Support: Assists in collecting and maintaining data related to events, attendance, and community engagement activities. Supports preparation of reports, summaries, and documentation for internal and external use.

Performs additional tasks or special projects as needed to support the operations and mission of the Institute.

REQUIREMENTS:

Minimum qualifications:

High School Diploma or equivalent.

Valid PA Driver’s license in good standing.

A minimum of three to five years of related administrative and event planning experience is required, preferably in a higher education, nonprofit, or community-based organization. Experience should include coordinating logistics for meetings, programs, or special events; managing multiple priorities in a fast-paced environment; and providing direct administrative support to leadership or project teams. Familiarity with budgeting, purchasing, and working with vendors or external partners is essential.

Note: Extensive administrative or event planning experience in a higher education, nonprofit, or community-based organization may be considered in place of formal education. Candidates who demonstrate strong organizational, communication, and project management skills, along with a proven ability to plan and execute complex events, manage logistics, and support senior leadership, may be deemed qualified based on equivalent professional experience.

Preferred qualifications:

Bachelor’s degree an accredited institution

Experience in settings that value accessibility, collaboration, and community engagement is strongly preferred.

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:

• Event Planning and Coordination: Strong ability to organize and execute events of varying scale, including meetings, workshops, and community programs; skilled in managing logistics, timelines, and vendor relationships.
• Administrative and Organizational Skills: Excellent attention to detail with the ability to manage calendars, track expenses, maintain records, and coordinate multiple priorities efficiently.
• Communication and Interpersonal Skills: Clear and professional written and verbal communication; ability to interact effectively with faculty, staff, students, community partners, and guests.
• Customer Service and Professionalism: Demonstrated commitment to creating positive, inclusive, and accessible experiences for all participants and visitors.
• Technology Proficiency: Competence with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort using online event registration, scheduling, and financial systems.
• Problem Solving and Initiative: Ability to anticipate needs, respond to challenges calmly and resourcefully, and adapt to changing circumstances.
• Collaboration and Teamwork: Works cooperatively with colleagues and partners, contributing to a supportive and mission-driven environment.
• Adaptability and Confidentiality: Maintains discretion with sensitive information and adjusts priorities and approaches as the Institute’s programs evolve.
• 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.