Administrative Assistant– Forensic Science and Law Program, School of Science and Engineering

Administrative Assistant– Forensic Science and Law Program, School of Science and Engineering

Salary:  $23.04 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: Forensic Science and Law Program, School of Science and Engineering
Position Status: Full-time (35 hours per week)                                           
Hours: Varied
Position Number: 000517/30-409                 
FLSA Status: Non-exempt

POSITION SUMMARY:

The administrative assistant is responsible for fiscal management including budget monitoring, planning, and record keeping. The position will also support the Forensic Science and Law (FSL) office with clerical and administrative duties. This includes maintaining office databases, coordinating office calendar, assisting with program recruitment and support of all FEPAC (Forensic Science Education Programs Accreditation Commission) initiatives. The position additionally supports FSL faculty and adjuncts including submission of adjunct contracts and classroom support (textbook ordering, copying of class handouts and materials, Bb assistance and proctoring of examinations as needed). The position will also support the professional, general public and student programming of the IFSL, including faculty, registrant, student and general communication needs.

DUTIES AND RESPONSIBILITIES:

Provide fiscal management to the FSL program. Includes budget monitoring, planning, balancing and record keeping. Processing orders and requisitions for the FSL office including general office supplies, FSL laboratory and research supplies and laboratory equipment as needed. Update Unimarket when orders are received and closed. Submit monthly procurement card reports for the director. Order catering for FSL events. Monitor graduate student stipends and collect time sheets as needed. Assist with travel planning and expenditures including registration for professional seminars and events for the FSL Director, Assistant Director and professors. Provide weekly updates of expenditures to Director and Assistant Director.

Provide administrative support to the FSL office. Includes greeting visitors, answering phone calls, coordination of family and prospective student appointments with the Office of Admissions. Support FSL and School of Science and Engineering recruitment events; coordinate laboratory tours; produce and distribute recruitment material (information packets) used by the FSL office. Maintain FSL lyris lists and FSL faculty, alumni and student databases. Update FSL website as needed. Produce Dean List certificates and congratulatory letters as needed. Distribute freshmen mailing and create new student file folders. Utilize 25Live as needed for classroom and FSL meetings and monitor usage of FH E103 and 214. Record and provide attendees with minutes form FSL meetings. Submit kronos time records for FSL student aides and School of Science and Engineering Award recipients. Request swipe access for students and professors as needed for FSL laboratories and buildings. Maintain FSL program calendar and assist in coordinating FSL events. Support FEPAC requirements for FSL compliance. Maintain confidentiality with FSL student information. Assist the Director and Assistant Director with related duties as assigned.

Provide FSL professor and adjunct support. This includes maintenance of adjunct professor contracts each semester. Collect FORE course syllabi each semester. Update FSL adjunct professors with information packets including class and photo rosters, academic calendar and grading policy. Order textbooks for FRE courses as needed and classroom materials. Make copies of handouts and/or examinations for adjuncts, provide Bb support and proctor exams as needed.

Provide IFSL support with respect to meeting faculty/lecturer needs, including travel/hotel planning, preparation for Zoom programs, continuing education applications, expense reimbursements, etc.

Provide IFSL support with respect to public communication and administrative work pertaining to registration and payment, registration confirmations, continuing education filings, special needs, refunds, etc.

Provide IFSL support with respect to website maintenance, print materials and other publicity and communication needs.

Provide IFSL support with respect to undergraduate and graduate seminar needs.

Completes other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

Supervises student employees only (1-2).

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree from an accredited institution and 1-3 years of work-related experience.

Preferred qualifications:

Bachelor’s degree in finance or business.

It would be beneficial for the person filling this position to have experience with budgets, credit card purchases and payments. Additionally, it would be beneficial for the person to have worked in a customer service environment and someone who relates well to students. Since the administrative position involves much student involvement, it should be someone who enjoys working with students.

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:

Possesses interpersonal skills including the following: an active listener, dependable, motivated, responsible, flexible, and able to work as a team member.

Possesses technical skills, is a problem solver, can operate well with Microsoft word and able to perform mail merges for office mailings.

Has familiarity with social media platforms, Zoom meetings/webinars and other internet-based methods of learning and communication

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.

Salary : $23