Administrative Assistant, Clinical Affairs - College of Osteopathic Medicine
Salary: $21.98 - $24.73 per hour
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: College of Osteopathic Medicine
Position Status: Full-time
Hours: Varied
Position Number: 001664/30-408
FLSA Status: Non-exempt
POSITIONSUMMARY:
This highly skilledparaprofessional position requires the exercise of considerable initiative,independent judgment, high-level administrative work, and discretion to supportand facilitate the role of the Associate Dean for Clinical Affairs and theClinical Affairs Department. The position reports to the Associate Dean forClinical Affairs.
DUTIESAND RESPONSIBILITIES:
Provides overall administrative support to the Associate Deanfor Clinical Affairs and the Department of Clinical Affairs Faculty of theCollege of Osteopathic Medicine (COM).
Takes proactive initiative to support the dailyexecutive functioning of the Associate Dean.
Manages the Associate Dean's appointment calendar andcoordinates with others within the COM, University, and outside entities tomeet scheduling needs
Assists in travel arrangements and related events
Manages the Associate Dean's procurement cardaccording to established University policies
Provides administrative support for meetings includingscheduling, taking meeting minutes, creating agendas, compilingpackets/slides/handouts, maintaining accurate contact lists and communications,and tracking completion of follow-up tasks/action items
Manage multiple and competing priorities and schedulessimultaneously
Assists in projects related to the Department of ClinicalAffairs
Takes responsibility for assigned projects, completingrelated tasks, and identifying and implementing strategies to improve processesand procedures related to the projects
Develops and maintains standard operating procedures(SOPs) for departmental processes and implementation of COM policies
Creates and maintains accurate files related to thedepartments, committees, events, and assigned projects
Effectively communicates with members of the team toensure accurate record-keeping
Facilitates timely completion of assigned tasksthrough regular reminders and follow-ups ahead of deadlines
Assists in the development of written and printedmaterials for projects, accreditation, curriculum documents, events, etc.
Helps to maintain documents related to faculty andstaff within the department
Assists in the maintenance of the Department's budget
Collaborates on budget oversight and record-keeping
Provides regular monitoring and budget status reports
Serves as a primary point of contact for the Clinical AffairsDepartment connecting with leaders and personnel from the University, outsideentities, and the COM.
Professionally represent the COM
Develop meaningful relationships while maintainingconfidentiality and discretion in communications
Ensure frequent and timely follow-up communications,proactively identify needs and resolve communication gaps
Participates in the College of Osteopathic Medicine eventsincluding conferences, white coat ceremony, graduation, etc.
Completes otherduties as assigned.
REQUIREMENTS:
Minimum qualifications:
Associates degree from an accredited institution.
Work-related experience as anadministrative assistant.
Preferred qualifications:
Bachelor's degree in business administration or related field froman accredited institution.
Work-related experience as an administrativeassistant to a Dean, Associate Dean, or other executives in ahealthcare-related or medical education field.
Demonstrated experience with, and understanding of, the broaddiversity of the University community (students, faculty, staff, and others).
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:
Excellenttime management and organization skills
Strongtechnical skills including Microsoft Outlook, Word, Excel, and PowerPoint, Telecommunicationssoftware (Ex: Zoom), Web-based software, Adobe PDFs
Abilityto work independently on complex and confidential issues
Experiencepreparing reports
Ability to establish and maintain effective working relationshipswith the University and COM communities.
Excellentcommunication skills
Knowledgeand experience in accounting and financial management principles
Must be mobile and able to lift up-to 25 pounds. The positionrequires the ability to travel and enter facilities that may not be ADA-compliant.
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 an ecumenicalcampus 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 byvisiting 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.