Admin. Assistant, Dean’s Office & Dept. of Biological Sciences – School of Science & 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: Monday through Friday, 8:30a.m.- 4:30 p.m.
Position Number: 002403/30-404
FLSA Status: Non-exempt

POSITIONSUMMARY:

The position will serve the Department of Biological Sciences (20%) andthe Office of the Dean (80%). In both offices, the person will welcome visitorsto the office and provide direct support. They will provide administrative academicsupport for school committees, the undergraduate research program, coursescheduling, departmental email correspondence, and take faculty meetingminutes. The position is also responsible for event planning, including roomreservations, catering, and any travel plans. The person in this position willspend the majority of their time in the Dean’s Office.

This position has two main purposes: administrative supportand office reception. The employee in the position will to welcome visitors,students, faculty and staff to the office and accommodate their requests.

DUTIESAND RESPONSIBILITIES:

Receive, screen and referoffice walk-ins, telephone, and email

Events, both academic and social

Notifypersonnel inside and outside of university regarding meetings, events, seminars

Set-up DoodlePolls

Ordercatering

Make roomreservations

Prepareseminar schedules

Preparepaperwork for honorariums for speakers. Travel arrangements as needed.

Academicsupport

UndergraduateResearch Program:

Receive,track, and communicate with approximately 2-300 applicants

Work withProgram Directors to plan events during the summer

Mentoring:

Add files fornew students, removing files of students that have graduated

Preparingpackets of information for faculty mentoring

Take minutesat Faculty and Staff Meetings, preparing drafts of these minutes

Make changesto course schedule (times, caps, instructors, additional sections, etc

Coordinatesdepartmental tours for prospective students

Make and sendQualtrics surveys

Otherdepartmental duties

Processtimesheets

Enter FAMISrequests

Process UPSshipments, emailing labels and receipts to requestors

Prepareschedules for conference room and various common rooms as requested

Schedule,train, assign and supervise work of student assistants

Inventory andreplenish office supplies and instructionalsupplies

Duties as assigned by supervisor

Completes otherduties as assigned

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree from an accredited institution.

Alternately, thesuccessful candidate may possess any equivalent combination of experience andtraining, which provides the knowledge, skills and abilities required toperform the essential job functions. This includes, but is not limited to, thefollowing:

Exceptional interpersonal skills; able tointeract effectively with students, faculty and staff

Excellent customer service and problem-solvingskills

Self-motivated, energetic and able to workindependently as well as part of a team; accepts responsibility with limitedsupervision

Proficient in information technologies, and should display awillingness to learn new technologies relevant to the position. These include Microsoft Office applications(Word, Excel & PowerPoint), as well as querying and reporting ofspecialized databases.

Commitment to theUniversity’s values of diversity, equity and inclusion, and recognition of theimportance of treating each individual with dignity and respect consistent withthe University’s Mission. Demonstratedexperience with, and understanding of, the broad diversity of the Universitycommunity (students, faculty, staff and others).

Ability toestablish and maintain effective working relationships with the UniversityCommunity.

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 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 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.