The Executive Assistant to the Deans is an advanced administrative position that supports and assists the CEO Dean (Dean) and Associate Deans. Reporting directly to the Dean, the Assistant to the Deans will work closely with the Dean and senior leadership team to implement strategic priorities. The successful candidate will exercise considerable initiative, independent judgment and discretion in screening calls and visitors, arranging conferences and meetings, coordinating budgets, maintaining appointment schedules and participating in efforts to organize, prioritize and address critical issues across all departments of the school. The Executive Assistant to the Deans will assume a leadership role in working with other senior staff members, coordinating staff support for various projects and facilitating the success of school-wide initiatives.

Work assignments are received with only broad statements of objectives and are performed under general supervision. This position requires extensive contact with staff, faculty, students and the public. Work is completed with considerable independence within established policies and guidelines and reviewed by superiors through reports, conferences, and observation of results.

DUTIES AND RESPONSIBILITIES:

Budgetary Responsibilities

Provides budget support and oversight of multiple budgets including but not limited to scholarships, Associate Dean’s budget, Alumni Association, and study abroad programs

Manages deposits for multiple budgets including but not limited to scholarships, alumni association, study abroad programs and PCOA

Manages Procurement Card accounts for the Dean and the Associate Dean for Academic Affairs and Administration. Generates timely monthly reports.

Supports the Dean in advancement efforts and shares information with the Office of the Dean staff.

Operational Responsibilities

Provides office and staff support for the deans, to include screening and handling telephone communications, greeting and directing visitors, and serves as a primary point of contact and liaison between the office, students, and external constituencies on a range of day-to-day issues.

Schedules and coordinates deans’ appointments and/or travel arrangements and coordinates and oversees daily office activities.

Performs varied administrative and clerical work delegation, when appropriate, to other staff, or to student aids to ensure effective operation of the Office of the Dean.

Manages the Deans’ calendars

Submits facility service requests via FAMIS for the Deans’ Offices as requested by the Deans

Coordinates swipe access to Bayer and Mellon Halls

Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office while ensuring the sharing with appropriate audiences within the School and within the Office of the Dean

Responsible for general correspondence, including confidential matters

Assists with the collection, formatting and sharing of the school annual report data

Proactively updates information on the school intranet, as assigned, including but not limited to school group email lists, and manages the addition and removal of users as needed

Maintains and updates directories and emergency contact lists for the school

School Leadership Support

Assists the Associate Dean for Academic Affairs and Administration with administrative tasks and analysis including but not limited to assisting with student standing, managing calendar and answering phones

Assists the Director of Alumni Relations with administrative tasks and analysis including but not limited to birth announcements, maintaining records/files regarding the Alumni conference (reconcile payments) and coordinating alumni events/fundraisers

Assists the Associate Dean for Curriculum and Professional Engagement with administrative tasks and analysis

Event Planning

Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; provides administrative support and follow-up on matters arising from meetings

Manages the administration of and site visits for the foreign exchange programs

Independently manages and plans school events and manages all aspects of Dean’s Office participation in university events and initiatives

Organizes and coordinates School events in cooperation with the University Events Office/Advancement, such as Homecoming weekend, the Alumni conference, annual retreat, and other events as assigned

Completes other duties as assigned.

SUPERVISORY DUTIES AND RESPONSIBILITIES:

Management of work-study and teaching assistant students

Manages work-study students for the School in the day-to-day operations

Prepares student aide schedules and coordinates the distribution of work-study students with school departments to ensure that priorities and needs are met

Leadership of staff in various school-wide initiatives, as assigned by the Dean

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree from an accredited institution and 3-5 years of progressively responsible experience.

Preferred qualifications:

Prior experience working in higher education administration is preferred

Completion of the University’s Foundations of Successful Leadership program is 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:

Knowledge of administrative practices and techniques

Ability to establish and maintain professional, effective working relationships with students, faculty, staff and University personnel

Ability to prepare and maintain complex administrative records for the Dean’s Office and the School

Ability to work independently on confidential assignments and administrative tasks

Ability to handle high-level administrative assistant work and compose effective and accurate correspondence

Possesses strong leadership, supervisory, and communication skills; strong computer skills, including knowledge of the MS Office Suite; knowledge of Banner; and ability to meet deadlines

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.

APPLICATION INSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact information for three professional references.
Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).
We invite applicants for this position to learn more about our university and its 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 they see their talents contributing to the continued growth of our community and furthering its mission.
Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.