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Posted: 14-Mar-23
Location: Pittsburgh, Pennsylvania
Type: Full-time
Salary: Commensurate with experience
Categories:
Employment Type:
Organization Type:
Required Education:
Internal Number: 30-360
Under the general direction of the Department Chair, the Administrative Assistant II for the Department of English undertakes a wide range of business and administrative tasks that may require considerable independence, judgement and discretion. Individual must be detail-oriented, focused and hard-working. The position manages the department office, provides support for faculty and students, and maintains the department budgets and website.
As a condition of employment, Duquesne University requires all new employees —full-time and part-time, including adjunct faculty—to get a COVID-19 vaccine and provide proof of their vaccination upon commencement of employment.
New employees requesting a religious or documented medical exemption from the vaccine must complete and submit a Duquesne University exemption request form for review and approval. To receive the appropriate exemption request form, contact hrservices@duq.edu. Employees with approved exemptions will be required to be tested on a regular basis.
DUTIES AND RESPONSIBILITIES:
Orders all supplies for English and Theater Arts departments, Lexicon, and the Summer Writing and Theater Arts camps.
Reconciles procurement card transactions through Chrome River.
Handles processing of all Scheduled Payroll Authorization forms, Reports of Business Expense, Petty Cash reimbursements, Authorized Payments, Non-Scheduled Payroll Authorizations, budget transfers, etc.
Collaborates and provides support for Department Chair for any and all needs, including budget matters, information for annual WEAVE reporting, requisitions funds, schedule proofs, minutes from faculty meetings and other miscellaneous duties.
Maintains and updates all records on majors/minors, assigning mentors, prepares scholarship documentation, and assists the Undergraduate Director with any and all needs.
Schedules conference room and other classroom requests from faculty and organizations through 25Live.
Completes contract paperwork for adjunct staff, handles all arrangements for new faculty, including office location, computer access and employment paperwork (application and background check release).
Position works very closely with Director of the College, Assistants to the Dean and administration in other departments, including Human Resources.
Assists Graduate Director by preparing files of incoming M.A. and Ph.D. students, aides in gathering missing material and maintaining correspondence with applicants, and coordinates and maintains credit and stipend budgets. Position also works closely with the Graduate Director to plan and organize recruiting events.
Organizes travel arrangements, accommodations and reimbursements for visitors, visiting speakers, faculty candidates and department guests also for Creative Writing and Theater camps.
Enters all time entry for students connected to the department, including teaching assistants, research interns, and students working in the Writing Center and Women’s and Gender Studies.
Creates and maintains pages of the departmental intranet and external website, and promotes department through social media sites; such as Facebook and Twitter.
Assists student organizations and other programs connected with the department, including the English Graduate Organization, Lexicon, Sigma Tau Delta, the Red Masquers, the Coffee House Reading Series, and the Duquesne Yearbook.
Manages and maintains all English and Theater Arts budgets, endowed funds, grants and gift accounts. Position is responsible for overseeing multiple budgets (14 accounts). The responsibility includes monitoring budgets and ensuring that spending is carried out in accordance with University policies and the Department Chair’s spending plans. The position is involved with budget development under the direction of the Department Chair.
Completes other duties as assigned.
Minimum qualifications:
Associate's degree from an accredited institution.
Three years of related work experience.
Preferred qualifications:
Bachelor’s degree from an accredited institution preferred.
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:
Use of computer-based systems for data management and report preparation.
Use of Microsoft Office and Excel; familiarity with content management systems (e.g., Canvas and OMNI) and web-based applications (e.g., Oracle Banner, 25-Live, Survey Monkey).
Strong organizational and communication skills.
Ability to provide attention to detail and individual problem solving.
Strong customer service orientation.
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; and the ability to establish and maintain effective working relationships with the University community.
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.
