This is a complex and responsible paraprofessional position which involves the performance of high-level secretarial and office management work and requires considerable exercise of initiative, attention to detail, and independent judgment. This position requires extensive contact with staff, faculty, students and the public. Work is done with considerable independence within established policies and guidelines and reviewed by superiors through reports, conferences, and observation of results. The position reports to the Associate Director. *Occasional schedule flexibility may be needed in order to attend scheduled departmental and/or university events such as admissions open houses.
DUTIES AND RESPONSIBILITIES:
Supervises departmental student worker and graduate assistant during office hours. Includes recruiting, selecting, orienting, and training employees as well as coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results. Oversee the accuracy and timely submission of time sheets by support staff, student workers.
Contributes to overall management of the department and office systems - ensures that things run smoothly and all needs are being met. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Performs budget planning and record keeping for the PMHPP; provides budget status reports, and tracks expenditures and income. Regularly monitors PMHPP budget as well as budgets for three associated student organizations.
Holds departmental procurement card and maintain records for all departmental procurement cards.
Prepares scheduled and non-scheduled payroll authorization for the student worker and PMHPP-associated student associations. Ensures that all required HR paperwork is complete and contracts are issued.
Maintains departmental records for the ongoing tracking of program and student outcomes, as well as student application materials for professional school. These processes require great attention to detail and negotiation of medical and dental school submission portals.
Assists in preparing recruiting materials, as well as post-baccalaureate and secondary admission application review materials. Knowledge of Banner and SLATE helpful, but comfort with institutional data sources required.
Serves as the Department liaison to Payroll, Public Relations, Graduate Admissions, Mailroom, Business Managers Group, and Purchasing.
Represents the Department in communication with the general public and entities external to the University.
Represents the Department in communication with prospective students, and students and alumni affiliated with our department programs and participates in all required recruiting events.
Attends School and University events on behalf of the PMHPP as needed.
Coordinates special events including Post-Baccalaureate student orientation, receptions, official meetings, and others as needed.
Secures classroom and laboratory space for course and lab offerings each semester as needed.
Assists Associate Director with maintenance PMHPP website and advertising media.
Makes travel arrangements for PMHPP administrators traveling on behalf of the University.
Orders office supplies and laboratory supplies as requested, and coordinates repair of equipment.
Oversees the inventory of laboratory supplies and PMHPP equipment.
Plans and develops a written record of PMHPP meetings.
Manages maintenance of the main office, PMHPP Conference Room, and personal offices.
Greets students and visitors of the PMHPP.
Maintains and updates the PMHPP calendar and schedules interviews and advising appointments as needed.
Develops new computer skills as dictated by standard practice.
Performs related work as required.
Associate’s or bachelor’s degree in related field from an accredited institution. Minimum Qualifications:
High school diploma or equivalent.
4 years of progressively responsible and related administrative support experience.
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:
Prior supervisory experience and the ability to lead.
Strong attention to detail, organizational skills, and problem-solving ability.
Ability to manage and coordinate support staff.
Knowledge of accounting and budgetary theory, principles and practices.
Knowledge of state and federal laws and regulations pertaining to budgets and accounting practices.
Skill in applying accounting and financial management principles.
Ability to work both independently and as part of a team.
Excellent interpersonal skills with a customer service orientation.
Ability to communicate effectively, both orally and in writing.
Willingness and ability to occasionally work events outside of normal business hours.
Thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint;.
Prior experience with SLATE is highly desirable.
Willingness to learn new technologies relevant to the position.
Knowledge of Human Resources, Purchasing, and Payroll systems, preferably Banner and COGNOS, and/or ability to learn.
Ability and willingness to assist with other tasks in the Office as needed.
Enthusiasm to seek out work and new assignments; interest and initiative in taking on new and challenging assignments.
Ability to work independently on complex and confidential issues related to the day-to-day operations of the PMHPP.
Ability to initiate and follow through with work responsibilities and to meet deadlines.
Sensitivity to the need of each individual to be treated with dignity and respect as it relates to diversity in general and the Mission of the University specifically.
Ability to establish and maintain effective working relationships with the University Community. Applicants must also be willing to contribute actively to the University Mission 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.
Interested candidates should 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, 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.