This is responsible secretarial and clerical work for a large academic department, which involves the performance of complex office duties requiring independent judgment and ability to work with multiple computer programs and databases utilized in higher education.
DUTIES AND REQUIREMENTS:
Manages department office; handles correspondence, screens telephone calls and electronic communications, and supervises several student aides.
Assists in developing and overseeing the department budget; processes all department budget forms and various university forms, e.g., travel vouchers, business expense forms, change of grade, and official department purchases and management of department assets, which include furniture, computers, and telephones and their accessories.
Maintains department calendar of events and in-house scheduling of space; arranges use of other space for department events (conferences, receptions, seminars, symposia, public lectures and other special academic activities that attract large audiences).
Assists in maintaining department website and other forms of social media for informational and promotional needs;
Assists in class scheduling and department correspondence.
Provides various services for full and part-time faculty and department program directors, as requested.
Oversees graduate student records and manages student aides' work in maintenance of files and electronic databases for applications and official student information; assists in scheduling of comprehensive exams and dissertation defenses, tuition remission, and allocation of work spaces for graduate students in the graduate students lounge. This includes managing records for the completion of exam and thesis requirements by graduate students of the department's international affiliate programs.
Processes time sheets for several student aides, along with 20-25 teaching and graduate assistants, and other part-time employees.
Prepares special reports as requested, answers special requests, including completing surveys and compiling data from files.
Serves as liaison between the department and other DU offices such as the Registrar’s office, Office of Graduate School, Public Relations, Events, Office of International Program, Campus Chapel, other university offices that have official transactions with the department, vendors and business groups outside the university, and affiliate foreign institutions.
Serves as faculty meetings minute recorder.
Allocates shared office spaces to adjuncts as needed.
Performs other related job duties as assigned.
The successful candidate must hold a minimum of an Associate's degree, Bachelor’s degree preferred, with experience in office management, and/or an appropriate combination of education, experience and training which provides the knowledge, skills and abilities required to perform the essential job functions. Essential abilities include:
Excellent oral and written communication skills appropriate for interacting with a wide variety of people, including faculty, current and prospective students, staff and administrators across the University, faculty and staff at international affiliate schools, and other outside entities relevant to the performance of one's job;
Ability to establish strong and congenial working relationships with all of these; openness to cultural and national diversity and attunement to good intercultural communication;
Use of standard office equipment such as personal computer, fax, printer, copier, multi-line phone system, etc.;
Knowledge of standard office policies and procedures, and ability to maintain conformity of these with University policies and procedures (e.g., security of confidential documents, etc.);
Ability to make decisions in accordance with these; use of standard Microsoft Office programs;
Ability to learn and perform highly skilled technology-oriented assignments such as development of Excel documents, maintenance and development of department web pages through Ingeniux, facilities requests and records through Cognos, use of Banner for budget development and reports, use of Blackboard and intranet platforms for intra-department information, creation and refining of PowerPoint presentations, etc.;
Facility in receiving and giving directions, time and workload management, planning and executing multi-phase projects such as event organization, revision of office procedures in accord with University directives, etc.;
Ability to manage effectively and with professional poise in a fast-paced environment with varied and sometimes high work volume;
Commitment to ongoing professional and personal development to enhance one's abilities and wellness in a changing work environment;
Commitment to the University's Mission Statement and the mission of the Department of Theology, implemented through priorities of 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 with salary requirements, 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.