Job Description

POSITION SUMMARY:

This position serves two separate departments, the Department of Sociology and the Department of Political Science.  Under the general direction of the Department Chairs for the Departments of Sociology and Political Science, the Administrative Assistant II undertakes a wide range of business and administrative tasks that may require considerable independence, judgement and discretion. Individual must be detail-oriented, focused and hard-working.  The position manages the department offices, provides support for faculty and students, and maintains the department budgets.

DUTIES AND RESPONSIBILITIES:

Responsible for the fiscal management of each department (under the general oversight of Chair). Manages each department’s main non-labor budget and monitors several specialized budgets, including scholarships, gifts, endowments and grants.  Prepares and tracks annual expense projections and provides Chairs with regular budget updates of available balances.  Provides support to faculty for grants and special projects.  Assists faculty with submission of expense reports.  Makes department purchases and carries out processes to ensure timely payments for vendors, speakers and student employees.  Maintains detailed financial records and reconciles transactions, including departmental procurement card reporting and related activities.

Oversees creation of class schedules each semester, and monitors student enrollments on an at-least-weekly basis. Submits contract requests for adjunct faculty. Completes all course and catalogue corrections/additions for each semester for the department, including classroom accommodations, per Chair and faculty request/updates. Liaison between department and other University offices including HR, AP, Registrar, advisors for various schools, etc.

Handles faculty requests and works to solve problems in the office, including maintaining supplies and equipment.  Compiles reports, makes reservations, organizes room changes, etc.  Hires, supervises and mentors student aides so that they can support faculty efficiently (2.5 student aides per department).

Maintains student records, assigning mentors, comparing records and reconciling discrepancies. Helps identify students eligible for department scholarships, honor society membership and awards.

Maintains each department’s website. Ensure each department has promotional materials such as 1-sheets. Regularly updates department bulletin boards. Oversees promoting upcoming events, under-enrolled courses and changes/innovations in the departments.

Supervises student employees only.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Associate’s degree from an accredited institution.

Minimum of 3 years of work- related experience is required. 

Preferred qualifications:

Bachelor’s degree in business or a liberal arts discipline from an accredited institution is preferred.

More than 5 years of related work experience and 1 to 3 years of experience at Duquesne University or another institution of higher education is preferred.

Experience at Duquesne or similar institution of higher education with administrative, budgeting and technical skills could substitute for a Bachelor’s Degree.

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:

Experience with fiscal management, including basic budgeting and accounting procedures is required. Advanced knowledge of accounting principles is preferred.

Working knowledge of Microsoft Office including Word, Outlook and Excel is required. Experience working with Google productivity tools such as Documents, Adobe, Ingeniux and web management/design software is preferred.

Strong verbal and written communication skills is required.

The ability to interview, hire, train, mentor and supervise student aides is required.

Willingness to take initiative. This includes being proactive in learning necessary elements of the job, solving problems as they arise in the office, and being flexible about changes to the position’s responsibilities.

Planning and Time Management skills; The ability to balance the demands of two departments, to manage multiple tasks simultaneously, to establish priorities and to meet deadlines is required.

The ability to work independently in an office in which supervisors are not always present, especially during the summer is required.

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.

About Duquesne University

Duquesne University, a private, Catholic institution, prides itself on being mission-centered and mission-driven. Our employees contribute to our culture of academic excellence and our mission of serving God by serving students. In turn, they enjoy a supportive working environment that values individual talents, encourages teamwork and rewards accomplishments. A nationally ranked top-tier university, Duquesne has established a legacy of excellence in liberal and professional education. Our 14:1 student-faculty ratio allows our students to work closely with expert faculty. Duquesne has also won accolades and recognition among the nation’s top 20 small research schools for our research initiatives and faculty productivity. Situated on a 50-acre campus within the city, Duquesne provides a small-town feel in an urban setting. The Pittsburgh region offers a variety of cultural, education and professional opportunities, as well as a safe and affordable lifestyle. We strive to attract, recruit and retain a dynamic, diverse workforce. Our employees benefit from an array of campus resources that provide convenience and cost savings, including a variety of dining options, a full-ser ... vice Starbucks, a retail bank and credit union, a fitness center and year-round wellness programs and onsite parking. Employees also may take advantage of the many educational, cultural and sporting events sponsored by the university.

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Job Tags

Contract work, Work experience placement, Summer work, Flexible hours,

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