POSITION SUMMARY:

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.

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About Duquesne University

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.

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