What are the responsibilities and job description for the Administrative Assistant II - Psychology position at Duquesne University?
Administrative Assistant II - Psychology
Salary: $25.82-$26.37 per hour based on a 35 hour work week
Benefits: TheUniversity offers generous benefits including paid time off (holidays, holydays and vacation), employer matching contributions to the retirement plan, andtuition benefits for employees and their eligible dependents. Learn more andexplore benefits at www.duq.edu/benefits
Location: Psychology
Position Status: Full-time
Hours: Generally, Monday through Friday8:30 a.m.- 4:30 p.m. but may vary based on operational need
Position Number: 001632/30-487
FLSA Status: Non-exempt
POSITION SUMMARY:
The Administrative Assistant II reports to theDepartment Chair. They will be the first point of contact for anyone new to thedepartment. In this position they will manage the day to day needs andactivities of the department of psychology. They will provide support forfaculty, adjunct, graduate students, undergraduate students as well as anyvisitor to the department. The purpose of this position is to keep thedepartment running as smoothly as possible.
DUTIES AND RESPONSIBILITIES:
Manages the department office, inclusive ofanswering and directing calls and inquiries to the faculty and graduatestudents, responding directly and knowledgeably to an array of questionspertinent to the program (graduate, undergraduate, ancillary), providingtyping, copying, and other administrative support services, distributing and organizingmail delivery, maintaining, collating, and scheduling departmental meetings,events, conference, deadlines, maintaining the departmental website, collatingand managing, the department events calendar, and overseeing essentialdepartmental records, (e.g. all courses syllabi, student records, Graduate andUndergraduate manuals, etc.).
Provides administrativesupport and guidance to the graduate program, for example by coordinating theadmissions process (viewing information in Slate and checking that applicationsare complete and meet the requirements. Assists the chair of the admissionscommittee with organization scheduling and coordinating applicant materials,visits, liaising with the University Admissions Officer, and the HumanResources office to get the new students onboarded.
Reviews graduate studentregistration and oversees student records pertinent to progress in the program;reconciling student records regarding credits awarded and credits received;records grades in student files and oversees said files for attention andreferral to faculty advisors if flagged, problematic, or otherwise serving ofattention. With the Department Chair administers comprehensive exams, a complex9 month process which involves coordination between faculty and students andensuring timely submission of comps proposal, approvals, assignments,questions, a strict regulated exam procedure, evaluation procedure, andfeedback to students.
Manage APA (American Psychological Association)administrative and record keeping demands for accreditation, for examplemaintains a complex, dynamic, and ongoing statistical database for graduatestudents, faculty, and alumni; completing the annual on-line report for APAeach year. This necessitates creating, sending, and tracking surveys to allstudents, faculty and alumni; assisting the Director of Clinical Training andthe Department Chair with the comprehensive and gargantuan APA self-study atthe time of the site visit; compiling survey data and organizing itsarrangement in various formats and across as many software platforms;maintaining, updating, and monitoring student files and academic records on anongoing basis given close the close inspection by APA site visitors.
Provide administrative support for the undergraduateprogram, and assisting the Undergraduate director, for example, maintaining andupdating contact information on list serve for all undergraduate majors,communicating with the undergraduates, developing and updating an undergraduate newsletter eachsemester with the director, updating the undergraduate student manual, liaisingwith college advisors and broader university staff (e.g. the Registrar'soffice, student life, office of disabilities) as pertains to specific studentqueries, problems, questions, coordinating internship applications as they comein and requesting transcripts as needed. Assists the undergraduate director andthe director's assistant by collecting transcripts and determining eligibilityfor PSI CHI, also collecting dues and help with arranging rooms and food forundergrad events.
Oversee, manage, and administer departmentalbudgets, including maintenance of procurement card records for the Chair,endowment funds; reconcile procurement card statements, prepare monthly budgetreports, advise the chair as to budget status and adherence to spending plan,process paperwork for all travel reimbursements for faculty and graduatestudents, assist faculty with award and grant accounts, this includes liaisingwith the Dean's office and HR to complete all forms necessary, complete andfollow up on work orders, order of supplies and equipment for the department,order food for department events and coordinate hospitality for visitors bymaking arrangements for lodging and other needs, securing venues, andtechnology needs.
Initiate and assist the department chair with classscheduling, teaching assignments, staffing, attend meetings, keep minutes frommeetings, schedule department events, supervise and mentor student aide, andgraduate assistants (27), including administrative oversight involvingtimesheet for each payroll period.
Supervises student employees only.
Completes other duties asassigned.
REQUIREMENTS:
Minimum qualifications:
Associate's degree from an accredited educational institution and 1-3 years work-relatedexperience.
Preferredqualifications:
Bachelor's degree from an accredited educational institution.
3 or more yearsof work-related experience.
Alternatively, the successful candidate may possess any equivalent combinationof experience and training, which provides the knowledge, skills and abilitiesrequired to perform the essential job functions. This includes, but is notlimited to, the following:
Strong organizational skills, including:attention to detail, independent problem-solving, time-management,prioritization, accuracy, and adaptability.
Strongcommunication skills (the position requires extensive engagement with faculty,students, and staff), including: clarity, collaboration, responsiveness,diplomacy, and discretion.
Fiscalmanagement, including: budgeting, expense projection, account reconciliation,expense reimbursement, and regular financial reporting.
Event-planningskills (both individually and as part of a team).
Significant experience with and comfortoperating computer-based systems for data management, report preparation,content management, and communication, specifically Microsoft Office (includingbudgeting and data management in ACCESS, EXCEL, WORD, and OUTLOOK), AdobeAcrobat, or equivalent PDF editing software, Zoom or equivalent online-meetingsystems, as well as Facebook and Instagram or equivalent social mediaplatforms.
Demonstrableability to quickly learn and utilize new technologies relevant to the position,currently including: TEAMS, Banner, Canvas, Emburse Enterprise, and Slate.
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.
DuquesneUniversity was founded in 1878 by its sponsoring religious community, theCongregation 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 and asan employer.
Salary: $25.82-$26.37 per hour based on a 35 hour work week
Benefits: TheUniversity offers generous benefits including paid time off (holidays, holydays and vacation), employer matching contributions to the retirement plan, andtuition benefits for employees and their eligible dependents. Learn more andexplore benefits at www.duq.edu/benefits
Location: Psychology
Position Status: Full-time
Hours: Generally, Monday through Friday8:30 a.m.- 4:30 p.m. but may vary based on operational need
Position Number: 001632/30-487
FLSA Status: Non-exempt
POSITION SUMMARY:
The Administrative Assistant II reports to theDepartment Chair. They will be the first point of contact for anyone new to thedepartment. In this position they will manage the day to day needs andactivities of the department of psychology. They will provide support forfaculty, adjunct, graduate students, undergraduate students as well as anyvisitor to the department. The purpose of this position is to keep thedepartment running as smoothly as possible.
DUTIES AND RESPONSIBILITIES:
Manages the department office, inclusive ofanswering and directing calls and inquiries to the faculty and graduatestudents, responding directly and knowledgeably to an array of questionspertinent to the program (graduate, undergraduate, ancillary), providingtyping, copying, and other administrative support services, distributing and organizingmail delivery, maintaining, collating, and scheduling departmental meetings,events, conference, deadlines, maintaining the departmental website, collatingand managing, the department events calendar, and overseeing essentialdepartmental records, (e.g. all courses syllabi, student records, Graduate andUndergraduate manuals, etc.).
Provides administrativesupport and guidance to the graduate program, for example by coordinating theadmissions process (viewing information in Slate and checking that applicationsare complete and meet the requirements. Assists the chair of the admissionscommittee with organization scheduling and coordinating applicant materials,visits, liaising with the University Admissions Officer, and the HumanResources office to get the new students onboarded.
Reviews graduate studentregistration and oversees student records pertinent to progress in the program;reconciling student records regarding credits awarded and credits received;records grades in student files and oversees said files for attention andreferral to faculty advisors if flagged, problematic, or otherwise serving ofattention. With the Department Chair administers comprehensive exams, a complex9 month process which involves coordination between faculty and students andensuring timely submission of comps proposal, approvals, assignments,questions, a strict regulated exam procedure, evaluation procedure, andfeedback to students.
Manage APA (American Psychological Association)administrative and record keeping demands for accreditation, for examplemaintains a complex, dynamic, and ongoing statistical database for graduatestudents, faculty, and alumni; completing the annual on-line report for APAeach year. This necessitates creating, sending, and tracking surveys to allstudents, faculty and alumni; assisting the Director of Clinical Training andthe Department Chair with the comprehensive and gargantuan APA self-study atthe time of the site visit; compiling survey data and organizing itsarrangement in various formats and across as many software platforms;maintaining, updating, and monitoring student files and academic records on anongoing basis given close the close inspection by APA site visitors.
Provide administrative support for the undergraduateprogram, and assisting the Undergraduate director, for example, maintaining andupdating contact information on list serve for all undergraduate majors,communicating with the undergraduates, developing and updating an undergraduate newsletter eachsemester with the director, updating the undergraduate student manual, liaisingwith college advisors and broader university staff (e.g. the Registrar'soffice, student life, office of disabilities) as pertains to specific studentqueries, problems, questions, coordinating internship applications as they comein and requesting transcripts as needed. Assists the undergraduate director andthe director's assistant by collecting transcripts and determining eligibilityfor PSI CHI, also collecting dues and help with arranging rooms and food forundergrad events.
Oversee, manage, and administer departmentalbudgets, including maintenance of procurement card records for the Chair,endowment funds; reconcile procurement card statements, prepare monthly budgetreports, advise the chair as to budget status and adherence to spending plan,process paperwork for all travel reimbursements for faculty and graduatestudents, assist faculty with award and grant accounts, this includes liaisingwith the Dean's office and HR to complete all forms necessary, complete andfollow up on work orders, order of supplies and equipment for the department,order food for department events and coordinate hospitality for visitors bymaking arrangements for lodging and other needs, securing venues, andtechnology needs.
Initiate and assist the department chair with classscheduling, teaching assignments, staffing, attend meetings, keep minutes frommeetings, schedule department events, supervise and mentor student aide, andgraduate assistants (27), including administrative oversight involvingtimesheet for each payroll period.
Supervises student employees only.
Completes other duties asassigned.
REQUIREMENTS:
Minimum qualifications:
Associate's degree from an accredited educational institution and 1-3 years work-relatedexperience.
Preferredqualifications:
Bachelor's degree from an accredited educational institution.
3 or more yearsof work-related experience.
Alternatively, the successful candidate may possess any equivalent combinationof experience and training, which provides the knowledge, skills and abilitiesrequired to perform the essential job functions. This includes, but is notlimited to, the following:
Strong organizational skills, including:attention to detail, independent problem-solving, time-management,prioritization, accuracy, and adaptability.
Strongcommunication skills (the position requires extensive engagement with faculty,students, and staff), including: clarity, collaboration, responsiveness,diplomacy, and discretion.
Fiscalmanagement, including: budgeting, expense projection, account reconciliation,expense reimbursement, and regular financial reporting.
Event-planningskills (both individually and as part of a team).
Significant experience with and comfortoperating computer-based systems for data management, report preparation,content management, and communication, specifically Microsoft Office (includingbudgeting and data management in ACCESS, EXCEL, WORD, and OUTLOOK), AdobeAcrobat, or equivalent PDF editing software, Zoom or equivalent online-meetingsystems, as well as Facebook and Instagram or equivalent social mediaplatforms.
Demonstrableability to quickly learn and utilize new technologies relevant to the position,currently including: TEAMS, Banner, Canvas, Emburse Enterprise, and Slate.
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.
DuquesneUniversity was founded in 1878 by its sponsoring religious community, theCongregation 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 and asan employer.
Salary : $26 - $26