The Management Assistant I provides planning and management assistance to School of Education related to course scheduling, course enrollment, adjunct assignments and tracking faculty workload. This position works closely with Program Directors, Program Assistants and Course Coordinators on course scheduling and adjunct assignments and serves as a liaison with the Office of the Registrar. This position also provides management assistance to the chair of the Academic and Curriculum Committee as well as shared administrative/clerical support for three Department Chairs: Dept. of Educational Foundations and Leadership (DEFL), Dept. of Instruction and Leadership in Education (DILE) and Dept. of Counselor Education and School Psychology (DCESP). This position reports to the Department Chairs and the Director of Business and Administration.

As a condition of employment, Duquesne University requires all new employees —full-time and part-time, including adjunct faculty—to get a COVID-19 vaccine and provide proof of their vaccination upon commencement of employment.
New employees requesting a religious or documented medical exemption from the vaccine must complete and submit a Duquesne University exemption request form for review and approval. To receive the appropriate exemption request form, contact hrservices@duq.edu. Employees with approved exemptions will be required to be tested on a regular basis.

DUTIES AND RESPONSIBILITIES:

Provides overall administrative support to the School of Education.

Prepares and monitors schedule of courses each semester and serves as liaison with Program Directors/Assistants in scheduling undergraduate and graduate courses.

Reviews and updates schedule of courses each semester in collaboration with Department Chairs, Program Directors/Assistants and Course Coordinators.

Assists Department Chairs in assigning courses for full-time faculty to ensure a full teaching load is met.

Monitors course enrollment each semester and consults with Department Chairs and/or Program Directors on course cancellations as necessary.

Assists Director of Administration and Graduate Studies with coordinating Graduate Assistant teaching assignments each semester.

Coordinates with Office Assistant IV on hiring process and paperwork for GA’s and adjuncts.

Assists Chair of the Academic and Curriculum Committee

Schedule meetings, set agendas, review submissions for completeness before uploading to Canvas, accurately record committee discussions and decisions, prepare response/approval memos, submit proposals to Dr. Weaver for administration approval, and liaise with Registrar’s to include additions and changes to the master course catalog.

Provides efficient and effective support to the DEFL and DILE Department Chairs, full-time faculty, adjunct faculty and GA’s teaching, including but not limited to: making copies, requesting stipends for guest speakers, reserving rooms, processing payments to vendors, securing parking vouchers and printing photo rosters for adjunct faculty and GA’s.

Accurately records minutes at monthly department meetings as well as follows up on action items from meetings.

Assists in resolving problems related to the day-to-day operations for Departments (DEFL and DILE); provides information on administrative procedures and requirements to faculty and staff.

Provides administrative support for faculty searches: schedule committee meetings, record meeting notes, liaise with HR representative in managing Interfolio site, schedule initial candidate interviews, schedule on-campus interviews, make travel arrangements for candidates, create

Qualtrics survey and distribute along with candidate presentation invitations.
Reconciles/prepares monthly P-Card Reports through Chrome River.
Coordinates & manages the annual course catalog edits for the Registrar's Office.
Monitors and processes documents for approval through DocuSign for all faculty and staff in the School of Education.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Minimum 5-8 years of experience as an administrative manager required.

Attention to detail and ability to multi-task in a fast-paced environment.

Experience with Microsoft Word, Excel and Access.

Knowledge of office equipment including copiers and scanner.
Ability to understand, follow and explain School of Education procedures.

Ability to understand, follow and explain University procedures including but not limited to: Finance and Business, Human Resources and Benefits, Office of Research, University Registrar, Telecommunications, Purchasing, and Facilities Management.
Ability to serve as a resource for faculty, staff, graduate assistants and students.
Ability to independently assess and prioritize tasks.
Ability to communicate clearly with external constituents as well as University faculty, adjuncts, staff and students from diverse populations.
Ability to document procedural information clearly and accurately.
Ability to maintain accurate accounting and document files in accordance with record-keeping requirements.

Preferred qualifications:

Bachelor’s degree in Business Administration, Education or other professional degree preferred.
Work related experience as an executive assistant in a higher education related field.
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:
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.