Administrative Assistant II – School of Science and Engineering
Salary: Commensurate with experience
Benefits: Generousbenefits include paid time off including holidays and vacation, retirementmatch, and tuition remission for employee and dependents. Details at www.duq.edu/benefits
Location: School of Science and Engineering
Position Status: Full-time
Hours: Varied
Position Number: 001659/30-419
FLSA Status: non-exempt
POSITIONSUMMARY:
The administrative assistant serves as the initial point of contact for theDepartment of Mathematics and Computer Science and assists with the day-to-dayoperations of the department. Theadministrative assistant provides support to the faculty, department chair,graduate and undergraduate directors, 1 systems administrator, 2 to 5 graduateteaching assistants, 11 tutors, and 1 to 3 student research assistants. Theadministrative assistant typically oversees and is aided by 1 part-time officeassistant. The administrative assistant must maintain a working relationshipwith a variety of University offices including the Dean’s Office, Provost’sOffice, Registrar, Office of Classroom Technology, Parking, Facilities, CopyCenter, Success Coaches, and others as needed.
DUTIESAND RESPONSIBILITIES:
Functions as the main point of contact for the Department of Mathematics andComputer Science. Handle correspondence (written and electronic), answer phonecalls, and manage emails. Greet visitors and direct students to appropriatefaculty for assistance.
Provides administrative support for 20faculty, 5 to 7 part-time faculty, department chair, undergraduate and graduatedirectors, 1 systems administrator, 5 graduate student teaching assistants, 11tutors, 1 to 3 student researchers, and 1 student aid. This includes preparing and canceling adjunctand overload contracts, cancelling and modifying classes, ordering supplies andcomputers, ordering textbooks, assigning offices to faculty, and updatingdepartment signage. The administrative assistant ensures faculty have access toresources needed for first day of class.
Provides oversight on the entire department budget including our operationalbudget (~$50,000 annually) and gift and program funds. Stay informed of budgettotals and update department chair on monthly basis. Process all departmentbudget forms and various University forms (e.g., course schedule changes,business expense forms, journal entries, hotel and travel booking). Assist faculty with individual grantbudgets. Process SPAs and ROBEs as needed.
Regularly provide on boarding supportof new and returning faculty and staff and process payroll for all staff (e.g.,grad assistants, tutors, student office aid). Alert HR to new hires and ensurenew hire paperwork is completed in a timely fashion.
Assists department chair in collectingstudent and course data and analyzing trends. Obtains data needed for annual reports and program reviews.
Completes otherduties as assigned.
REQUIREMENTS:
Minimum qualifications:
High schooldiploma or equivalent.
1-3 years ofrelated work experience.
Preferred Qualifications:
Associates degreefrom an accredited institution
3 years ofrelated experience.
Alternately, the successful candidate may possess any equivalent combination ofexperience and training, which provides the knowledge, skills and abilitiesrequired to perform the essential job functions. This includes, but is notlimited to, the following:
Exceptional interpersonal and customer service skills are required.Supervision, leadership, problem solving, adaptability, collaboration, andcommunication skills are also required. Knowledge of office equipment andsubstantial computer experience including Microsoft Office (Excel, Word,Outlook, and PowerPoint) and Zoom are required. Also required is the ability to multi-task, prioritize tasks, andsupervise a student aid.
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 to establish and maintain effective working relationships with theUniversity Community.
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.