Administrative Assistant – Health Administration and Public Health
Location: Pittsburgh, Pennsylvania
Required Education: Associate’s
Salary: Commensurate w/experience
Higher Education Institution
Internal Number: 30-309
This is highly skilled clerical work requiring the exercise of considerable initiative and independent judgement. 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 Department Chair. 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 email@example.com. Employees with approved exemptions will be required to be tested on a regular basis.
DUTIES AND RESPONSIBILITIES:
Supervises departmental student workers: includes recruiting, selecting, orienting, and training student employees. Oversee the accuracy and timely submission of time sheets by student workers.
Provides overall management of the department and office systems - ensures that things run smoothly all needs are being met. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Coordinates adjunct faculty in order to ensure adequate coverage for courses, competencies and evaluations of students. Assists Department Chair with securing adjunct faculty for coverage of department coursework.
Prepares scheduled and non-scheduled payroll authorization for adjunct faculty and lecturers. Ensures that all required HR paperwork is complete and contracts are issued.
Communicates with the Office of the Dean regarding student and faculty issues.
Communicates Departmental needs to the Registrar's Office.
Serves as the Department liaison to University Administration, Public Relations 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.
Attends School and University events on behalf of the Department.
Coordinates special events. Assist department faculty with alumni events and continuing education events.
Maintains student records to indicate academic progress and program completion.
Secures classroom space for course offerings each semester.
Assists internship coordinator with scheduling and coordinating the internship experiences and required internship evaluations.
Assists Department Chair with maintenance Department website, social media, and advertising media.
Assists the Department faculty with the submission of manuscripts for publication.
Assists with the specialized program accreditation activities of the Department.
Facilitate communications with the Advisory Board for the department/MHA program.
Assists the Department Chair with managing the Department’s budget and the Department Chair’s P-card.
Makes travel arrangements for faculty traveling on behalf of the University.
Orders office supplies and laboratory supplies as requested for faculty and staff.
Oversees the inventory of laboratory supplies and Departmental equipment.
Plans and develops a written record of Department meetings.
Updates the course offerings for each semester.
Greets students and visitors into the Department.
Maintains and updates the Department calendar.
Develops new computer skills as dictated by standard practice.
Communicates book orders with the bookstore.
Helps the departmental faculty members with the submission of publications and grants.
Completes other duties as assigned.
Associate's degree and 1-3 years of progressively responsible and related support experience. Preferred qualifications:
Bachelor's degree in business or closely related field of study from an accredited institution.
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, manage and motivate support staff.
Knowledge of accounting and budgetary theory, principles and practices.
Prior experience with accreditation.
Knowledge of state and federal laws and regulations pertaining to departmental 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.
Excellent organizational skills with the ability to be attentive to the details.
Ability to work a flexible schedule as needed in order to attend Department, School and University events.
Thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint and Access.
Willingness to learn new technologies relevant to the position.
Basic knowledge of Human Resources, Purchasing, and Payroll systems, preferably Banner.
Ability and willingness to assist with other tasks in the Office as needed.
Enthusiasm to seek out work and new assignments.
Good problem-solving skills with a can-do approach.
Ability to work independently on complex and confidential issues related to the day-to-day operations of the Department.
Effective organizational and administrative skills.
Ability to initiate and follow through with work responsibilities and to meet deadlines.
Ability to establish and maintain effective working relationships with the University Community.
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.
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, 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.