This position supports and assists the Department Chair in the overall management of the office, including assigning work to student employees, oversight of the schedule of classes, maintains effective communication/ relationships with university personnel, faculty, staff, current & prospective students and parents, involvement with special projects.
DUTIES AND RESPONSIBILITIES:
Provides administrative support to the Chair of the Department and faculty. Answers phones; schedules appointments; assists Chair with calendar management; orders office supplies; submits FAMIS requests; maintains and updates the department calendar; provides minutes for department meetings; secures classroom space each semester; and makes travel arrangements for faculty.
Manages and greets student walk-in traffic and visitors to the department. Responds to emails and phone calls from perspective students and their families. Schedules campus visits, advises on admission requirements, curriculum, faculty, internship affiliations and requirements and other appropriate information about the program.
Completes contract paperwork for adjunct faculty, prepares scheduled and non-scheduled payroll authorization for adjunct faculty and lecturers, handles all arrangements for new faculty, including office location, computer access and employment paperwork (application and background check release). Mantains a P-card and reconciles all transactions in Chrome River. Serves as a liaison to Human Resources and Payroll.
Communicates book orders with the bookstore.
Manages departmental faculty files. Works with the office of the Dean to ensure all files are accurate and up-to-date with pertinent correspondence, appointment letters, CV’s, peer reviews, SES, and professional certification.
Maintains student records to indicate academic progress and program completion.
Responsible for management of computers, projectors and other technical equipment used by the department, including ordering initial equipment as well as maintenance.
May assist with adjunct faculty orientation at the request of the Department Chair.
Responds to emails and phone calls from perspective students and their families. Schedules campus visits, advises on admission requirements, curriculum, faculty, internship affiliations and requirements and other appropriate information about the program.
Communicates Departmental needs to the Registrar's Office. Completes all course and catalogue corrections/additions for each semester for the department, including classroom accommodations, per Chair and faculty request/updates.
Communicates with the Office of the Dean regarding student and faculty issues. Assists internship coordinator with scheduling and coordinating the internship experiences and required internship evaluations.
Assists Department Chair with maintenance Department website, social media, and advertising media.
Coordinates special events for the department. May assist with planning School-wide events. Attends School and University events on behalf of the department, if requested.
Performs other related duties as assigned.
High school diploma or equivalent.
Minimum 1 year related office support experience, preferably in a university setting.
Previous customer service experience is required.
Associate’s degree in business or related field of study.
Alternately, the successful candidate will possess any equivalent combination or training and experience which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to the following:
Strong customer skills and ability to prioritize student needs, communicate with a smile and help students, staff and guests feel welcomed.
Ability to multitask and maintain organization while managing many projects, priorities, deadlines and tasks simultaneously.
Ability to think critically about issues and concepts to make our workplace a more efficient environment.
Knowledge of basic budgeting, accounting and tracking methods.
Knowledge of computer software applications including Microsoft Word, Excel, Access and basic knowledge on website development and social media apps. Or willingness to learn applicable software programs.
Computer skills and adaptability. Ability to use Banner (student operating system) is preferred.
Ability to design and maintain complex record-keeping systems and to prepare complex reports from such records.
Strong written and oral communication skills; highly developed listening, speaking and writing skills.
Ability to establish and maintain effective working relationships with students, faculty and staff.
Excellent decision-making and time management skills. Ability to function extremely well in a fast-paced office and under pressure.
Ability to establish and maintain effective working relationships with the University Community.
Sensitivity to the need of each individual to be treated with dignity and respect as it relates to diversity in general and the Mission of the University specifically.
Ability and willingness to contribute actively to the mission 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.
Interested candidates should 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, a private, Catholic institution, prides itself on being mission-centered and mission-driven. Our employees contribute to our culture of academic excellence and our mission of serving God by serving students. In turn, they enjoy a supportive working environment that values individual talents, encourages teamwork and rewards accomplishments.
A nationally ranked top-tier university, Duquesne has established a legacy of excellence in liberal and professional education. Our 14:1 student-faculty ratio allows our students to work closely with expert faculty. Duquesne has also won accolades and recognition among the nation’s top 20 small research schools for our research initiatives and faculty productivity.
Situated on a 50-acre campus within the city, Duquesne provides a small-town feel in an urban setting. The Pittsburgh region offers a variety of cultural, education and professional opportunities, as well as a safe and affordable lifestyle.
We strive to attract, recruit and retain a dynamic, diverse workforce. Our employees benefit from an array of campus resources that provide convenience and cost savings, including a variety of dining options, a full-ser...vice Starbucks, a retail bank and credit union, a fitness center and year-round wellness programs and onsite parking. Employees also may take advantage of the many educational, cultural and sporting events sponsored by the university.