Administrative Assistant for Academic Affairs - College of Osteopathic Medicine
Salary: $22.00 - $24.67 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( basedon 35 hour work week)
Hours:Varied
Position Number: 000632/30-398
FLSA Status: Non-exempt
POSITION SUMMARY:
TheAdministrative Assistant position for the Duquesne University College ofOsteopathic Medicine Department of Academic Affairs is a highly skilledparaprofessional position that supports the activities of the Academic AffairsDepartment, with support for additional departments including Admissions, Student Affairs, Medical Education,Assessment, Financial Aid, Academic Excellence, and the Medical Registrar. This Administrative Assistant willmaintain organization of files, perform bookkeeping, engage in verbal andwritten communication, manage schedules, and coordinate necessary meetings formembers of the department. This position reports to the Associate Dean forAcademic Affairs.
DUTIES ANDRESPONSIBILITIES:
The qualified candidate will provide primary support to the COMAssociate Dean for Academic Affairs, as well as the offices of Admissions,Student Affairs, Medical Education, Assessment, Financial Aid, AcademicExcellence, and the Medical Registrar as needed.
As the primary customer service representative for the office, this person will serveas first point of contact with the Academic Affairs Department of the COM. As aresult, this individual will direct incoming calls to the appropriate person ordepartment, respond to incoming departmental emails, assist with thedevelopment and implementation of academic and curricular schedules, managecalendars and appointments, take meeting notes as needed, and follow up withphone calls, emails, and official written communications.
Maintainsschedule of the Associate Dean for Academic Affairs and schedules zoom, teams,and in-person meetings as requested.
This person will work directly with the team on budget development, reconciliation andtracking, and other budgetary items.
Attends department meetings, records minutes, and provides updates as needed
Assists with arrangements for recruitment trips, open houses, accepted students' days, orientation, white coat ceremony, graduation, outreach programs, and other COM student events.
Picks up and distributes mail.
Works collaboratively with other administrative assistants throughout the College and on-campus.
Works collaboratively with other departments throughout the College and on-campus.
Processes all department purchase invoices.
Reconciles the department's procurement card accounts.
Completes other duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Bachelor's degree, preferably in English, communications, orbusiness.
Experienceand training in an office environment, with knowledge, skills and abilitiesrequired to perform the essential job functions. This includes demonstratedproficiency with current Microsoft Office Suite: Word, Excel, PowerPoint,Teams, Access, and Publisher as well as Outlook e-mail.
Willingnessand ability to utilize new technologies relevant to the position.
Knowledge of,or the ability to learn internal University and COM systems including WebAdmit,Slate, Chrome River, Banner, Canvas, and others.
Excellent organizational skills, accuracy, diplomacy and goodinterpersonal skills.
The candidate will exhibit independence, working within establishedpolicies, while cooperating with other staff of the COM and the University, insupport of their missions.
This positionrequires a high level of administrative and customer service support skills, asthe position requires extensive contact with students, faculty, and staff.
Schedulingflexibility is a must. Overtime may be required during peak event times duringthe year.
Must bemobile and have the ability to lift up to 25 pounds. It requires the ability totravel and enter facilities which may not be ADA compliant.
Preferredqualifications:
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:
Commitment to the University's values of diversity, equity and inclusion, andrecognition of the importance of treating each individual with dignity andrespect consistent with the University's Mission.Demonstrated experience with, andunderstanding of, the broad diversity of the University community (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.