"Administrative Assistant - School of Science and Engineering"

POSITION SUMMARY:

The position will serve the Department of Biological Sciences (20%) and the Office of the Dean (80%). In both offices, the person will welcome visitors to the office and provide direct support. They will provide administrative academic support for school committees, the undergraduate research program, course scheduling, departmental email correspondence, and take faculty meeting minutes. The position is also responsible for event planning, including room reservations, catering, travel arrangements, processing expense payments, Chrome River, payroll, as well as any other assigned additional duties. The change is that the person will spend the majority of their time in the Dean’s Office.

DUTIES AND RESPONSIBILITIES:

• Receive, screen and refer office walk-ins, telephone, and email.
• Events, both academic and social
• Notify personnel inside and outside of university regarding meetings, events, seminars.
• Set-up Doodle Polls
• Orders catering
• Makes room reservations
• Prepares seminar schedules
• Prepares paperwork for honorariums for speakers.
• Travel arrangements as needed.
• Academic support:
• Undergraduate Research Program
• Receives, tracks, and communicates with approximately 2-300 applicants
• Works with Program Directors to plan events during the summer
• Mentoring:
• Takes minutes at Faculty and Staff Meetings, preparing drafts of these minutes
• Makes changes to course schedule (times, caps, instructors, additional sections, etc
• Coordinates departmental tours for prospective students
• Makes and sends Qualtrics surveys
• Process payroll
• Utilizing Services Portal for all related inquiries/ requests
• Mail shipments Prepare schedules for conference room and various common rooms as requested
• Schedules, trains, assigns and supervises work study students
• Inventory and replenish office supplies
• Processes and pays invoices
• Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree in a related field from an accredited institution.

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:

• Exceptional interpersonal skills; able to interact effectively with students, faculty and staff;
• Excellent customer service and problem-solving skills
• Self-motivated, energetic and able to work independently as well as part of a team; accepts responsibility with limited supervision;
• Proficient in information technologies, and should display a willingness to learn new technologies relevant to the position. These include Microsoft Office applications (Word, Excel & PowerPoint), as well as querying and reporting of specialized databases.
• 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.

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.

Salary:

Commensurate with experience

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:

School of Science & Engineering

Position Status:

Full-time

Hours:

Varied

Position Number:

002403/30-0471

FLSA Status:

Non-exempt