Administrative Assistant (Part-time) – Center for Spiritan Studies

Salary:                       $ 18- $20 per hour
Location:                   Center for Spiritan Studies
Position Status:        Part -time ( 25 hours per week)                                        
Hours                         Office hours are generally Monday through Friday 8:30 a.m.-4:30 p.m.
Position Number:    870568/70-170               
FLSA Status:              Non-exempt

POSITION SUMMARY:

This is a moderately difficult and varied clerical work in a fast-paced, service-oriented, and high-volume office. Work is performed under the direction of the Director of the Center for Spiritan Studies (henceforth, CSS). Hours and days of work are generally Monday-Friday, 8:30 a.m. – 4:30 p.m.

Work is done with considerable independence, but within established policies and guidelines and reviewed through reports, conferences, and observation of results.

DUTIES AND RESPONSIBILITIES:

(This list is not comprehensive, but indicates approximate duties and responsibilities which may be redefined pursuant to operational needs.)

Administrative

Provides administrative support for CSS, including the Spiritan Scholar Program, visitor assistance, coordination, scheduling.

Sorts, updates, and files correspondence (digital and/or hard copies), vouchers, forms, documents and other materials.

Maintains the inventory of office supplies, orders as necessary and submits help tickets and FAMIS orders when needed.

Assists with the Program Director’s and Program Associate’s schedules.

Maintains the CSS Duquesne Board’s schedule, emails, agenda and other documents associated with meetings.

Coordinates logistics for events and meetings for CSS and contacts Public Affairs and other university constituents as needed - securing venues, arranging catering, 25 Live, arranging for AV and taping, arranging hotel and transportation.

Assists with set-up and preparations related to department training initiatives; tracks attendance and follows-up as appropriate.

Performs receptionist functions including greeting customers, answering phones, routing mail, responding to general inquiries. 

Performs related duties as assigned by the Director.  
            
Secretarial

Composes and edits internal and external communications under the direction of the Director. 

Maintains the digitized Spiritan Collection, and continually updates it with new items identified by the Director of CSS. Maintains the CSS Website and the database of community opportunities. 

Assists with editorial and electronic preparation of CSS publications, and manages their distribution including international mailing. 

Gives other secretarial assistance to the Director and Associate as and when called upon.

Fiscal

Acts as Commerce Manager under the direction of the Director, prepares SPAs, and maintains time card. 

Manages the budget for CSS, along with monthly procurement card reconciliation. Makes budgeted purchases, issues payments, processes fiscal matters overseen by Director, keeps receipts and submits monthly accounts to the Director.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

The office requires a minimum of an undergraduate degree in a related field from an accredited institution.

2-3 years of related office support experience.

Preferred qualifications:

An Associate’s degree from an accredited institution and experience in a service-oriented and high-volume office setting 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: 

Demonstrated proficiency with current Microsoft Office Suite: Word, Excel, PowerPoint, Access, and Publisher as well as Outlook e-mail.

Familiarity with (or, at least ability and willingness to learn) InDesign for typesetting material for printing. 

Ability to maintain the digitized Spiritan Collection and the CSS Website and database, and continually update it with new items. 

Ability to produce and work with video clips and web maintenance; familiarity with photography, though not required, is a plus. 

Willingness and ability to update to new technologies relevant to the position.

Knowledge of Human Resources, Purchasing, and Payroll systems at Duquesne. 

The position is oriented towards detail and calls for good problem-solving ability. It demands excellent organization skills, the ability to maintain complex clerical records, and prepare reports from such records.

Ability and willingness to assist with tasks in the Office as needed; interest and initiative in taking on new and challenging assignments.

Ability to use sound judgment and to make decisions in accordance with established regulations, policies and procedures.

Ability to be service and team oriented with a high emphasis on customer service.

Ability to work with sensitive and confidential information.

Ability to produce accurate work in an efficient manner, and complete work accurately in a setting where frequent interruptions occur.

Sensitivity to the need of each individual to be treated with dignity and respect as it relates to the Mission of the University specifically.

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.
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.