Administrative Assistant, Biomedical Affairs - College of Osteopathic Medicine

Administrative Assistant, Biomedical Affairs - College of Osteopathic Medicine

Salary : $21.98 - $24.73 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 : College of Osteopathic Medicine

Position Status : Full-time

Hours : Varied

Position Number : 000630 / 30-423

FLSA Status : Non-exempt

POSITIONSUMMARY :

This highly skilledparaprofessional position requires the exercise of considerable initiative,independent judgment, high-level administrative work, and discretion to supportand facilitate the roles of Associate Deans. The position reports to theAssociate Deans as assigned.

DUTIESAND RESPONSIBILITIES :

Provides overall administrative support to the AssociateDean(s) of the College of Osteopathic Medicine (COM) :

Takes proactive initiative to support the dailyexecutive functioning of the Associate Deans.

Manages the Associate Dean(s)' appointment calendarand coordinates with others within the COM, University, and outside entities tomeet scheduling needs.

Assists in travel arrangements and related events.

Manages the Associate Dean(s)' procurement cardaccording to established University policies.

Provides administrative support for the AssociateDean(s)' meetings including scheduling, taking meeting minutes, creatingagendas, compiling packets / slides / handouts, maintaining accurate contact listsand communications, and tracking completion of follow-up tasks / action items.

Manages multiple and competing priorities andschedules simultaneously.

Assists in projects related to the work of the AssociateDean(s) :

Takes responsibility for assigned projects, completingrelated tasks, and identifying and implementing strategies to improve processesand procedures related to the projects.

Develops and maintains standard operating procedures(SOPs) for departmental processes and implementation of COM policies.

Creates and maintains accurate files related to thedepartments, committees, events, and assigned projects.

Effectively communicates with members of the team toensure accurate record-keeping.

Facilitates timely completion of assigned tasksthrough regular reminders and follow-ups ahead of deadlines.

Assists in the development of written and printedmaterials for projects, accreditation, curriculum documents, events, etc.

Helps to maintain documents related to faculty andstaff within the Associate Dean(s)' department.

Assists in the maintenance of the Associate Dean(s)' budget :

Collaborates on budget oversight and record-keeping.

Provides regular monitoring and budget status reports.

Serves as a primary point of contact for the AssociateDean(s) connecting with leaders and personnel from the University, outsideentities, and the COM :

Professionally represent the COM and the AssociateDean(s).

Develop meaningful relationships while maintainingconfidentiality and discretion in communications.

Ensure frequent and timely follow-up communications,proactively identify needs and resolve communication gaps.

Completes otherduties as assigned.

REQUIREMENTS :

Minimum qualifications :

Associate degree in a related fieldfrom an accredited institution and work-related experience as an administrativeassistant

Excellenttime management and organization skills

Strongtechnical skills including Microsoft Outlook, Word, Excel, and PowerPoint, Telecommunications software (Ex : Zoom), Web-based software, Adobe PDFs

Abilityto work independently on complex and confidential issues

Experiencepreparing reports

Excellentcommunication skills

Knowledgeand experience in accounting and financial management principles

Ability to lift up-to 25 pounds. The position requires the abilityto travel and enter facilities that may not be ADA-compliant.

Preferred qualifications :

Bachelor's degree from an accredited institution in businessadministration or related field

Work-related experience as an administrativeassistant to a Dean, Associate Dean, or other executives in ahealthcare-related or medical education field

Demonstrated experience with, and understanding of, the broaddiversity of the University community (students, faculty, staff, and others).

Alternately, thesuccessful candidate may possess any equivalent combination of experience andtraining, which provides the knowledge, skills and abilities required toperform the essential job functions. This includes, but is not limited to, thefollowing :

Commitment to the University's values of diversity, equity and inclusion, andrecognition of the importance of treating each individual with dignity andrespect consistent with the University's Mission. Demonstrated experience with, andunderstanding of, the broad diversity of the University community (students,faculty, staff and others).

Ability toestablish and maintain effective working relationships with the UniversityCommunity.

Ability and willingness to contribute actively to the mission of the Universityand to respect the Spiritan Catholic identity of Duquesne University. Themission is implemented through a commitment to academic excellence, a spirit ofservice, moral and spiritual values, sensitivity to world concerns, and anecumenical campus community.

APPLICATIONINSTRUCTIONS :

Applicants are asked to submit a cover letter, resume, and contact informationfor three professional references.

Catholic in its mission and ecumenical in spirit, Duquesne University valuesequality of opportunity as an educational institution and as an employer. Weaspire to attract and sustain a diverse faculty and staff that reflectscontemporary society, serves our academic goals and enriches our campuscommunity. We particularly encourage applications from members ofunderrepresented groups and support dual-career couples through our chartermembership in thisregion's HERC (http : / / www.hercjobs.org / oh-western-pa-wv / ).

We invite applicants for this position to learn more about our university andits Spiritan heritage byvisiting http : / / www.duq.edu / about / mission-and-identity / mission-statement.Those invited to campus for an interview may be asked about ways in which theysee their talents contributing to the continued growth of our community andfurthering its mission.

Duquesne University was founded in 1878 by its sponsoring religious community,the Congregation of the Holy Spirit. Duquesne University is Catholic inmission and ecumenical in spirit. Motivated by its Catholic identity,Duquesne values equality of opportunity both as an educational institution andas an employer.

Salary : $22 - $25