What are the responsibilities and job description for the Administrative Assistant - School of Science and Engineering position at Duquesne University?
This position has two main purposes: administrative support and office reception. The employee in the position will to welcome visitors, students, faculty and staff to the office and accommodate their requests. The position also provides administrative support in the areas of event planning, academic support, and various office duties.
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.
DUTIES AND RESPONSIBILITIES:
Receive, screen and refer office walk-ins, telephone calls, and email
Events, both academic and social
Notify personnel inside and outside of university regarding meetings, events, seminars
Set-up Doodle Polls
Order catering
Make room reservations
Prepare seminar schedules
Prepare paperwork for honorariums for speakers
Travel arrangements as needed
Academic support
Undergraduate Research Program
- Receive, track, and communicate with approximately 2-300 applicants
- Work with Program Directors to plan events during the summer
Mentoring
Take minutes at Faculty and Staff Meetings, preparing drafts of these minutes
Make changes to course schedule (times, caps, instructors, additional sections, etc.
Coordinates departmental tours for prospective students
Make and send Qualtrics surveys
Other departmental duties
Process payroll
Utilizing Services Portal for all related inquiries/ requests
Mail shipments
Prepare schedules for conference room and various common rooms as requested
Schedule, train, assign and supervise work study students
Inventory and replenish office supplies
Process and pay invoices
Ensure frequent and timely follow-up communications, proactively identify needs and resolve communication gaps
Take pictures and videos at departmental events
Completes other duties as assigned
REQUIREMENTS:
Minimum qualifications:
High School Diploma and prior work-related experience
Preferred qualifications:
Bachelor’s degree 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
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.
