The Administrative Assistant is a highly skilled clerical and support position requiring excellent customer service skills and the ability to exercise independent judgment. This position involves the performance of high-level and complex office duties, managing the daily office operations of a busy Career Center including the front office customer service area, online and print career resources, online job postings, office staffing, department purchasing and department finances. Requires considerable contact with a variety of customers including students, alumni, employers, and faculty. Supervises and trains student assistants. Provides administrative support and clerical assistance to the Director of Career Development. Work is performed under the direction of the Director of Career Development.
DUTIES AND RESPONSIBILITIES:
Maintains a working knowledge of all department programs and services.
Manages customer service area including greeting students, faculty, and employers, answering questions in phone and in person, scheduling appointments, and maintaining reception and employer recruiting areas.
Monitors, distributes and answers daily emails from the Career Services email account.
Assists with policy development, interpretation and enforcement for the department. Develops standard operating procedures for the department.
Serves on department teams as assigned including student supervisors’ team, marketing team and information resources team.
Provides administrative support and clerical assistance to the Director of Career Development including calendar management, scheduling, travel and meeting and event support.
Ensures office filing system is maintained; ensure copies of all essential documents or forms are placed in respective file.
Assists at career development outreach, programs and events.
Coordinates all department purchases, reconciles procurement card statements and maintains detailed purchasing records. Monitors department budgets in Banner system.
Controls inventory and purchases supplies; keeps storage areas organized.
Maintains Career Resource Library including purchase of books and print materials, upkeep of computer stations, cataloging books, and serving as liaison to Gumberg Library.
Maintains department technology including purchasing, monitoring, and maintenance of computers, printers, and other equipment.
Processes incoming jobs for posting on the Handshake online career management system, communicates with employers and sets-up employer accounts in the system.
Schedules information tables for visiting employers.
Helps alumni navigate registration on Handshake and verifies and approves alumni accounts.
Supervises, hires and trains student aides working in the department; manages students’ work schedule to ensure office and event coverage, maintains statistical data concerning student employment and conducts performance evaluations.
Manages credential service for graduate school applications including establishing and maintaining student files and working with faculty writing recommendations.
Manages reciprocity service with other universities including responding to requests for reciprocity and maintaining accurate records.
Performs additional duties as assigned by the Director of Career Services.
Work requires a high school diploma or equivalent and 3 – 5 years of progressively responsible and relevant work experience. An Associate’s degree and prior experience in higher education administrative support work is preferred, or any combination of experience or training which provides the knowledge, skills, and abilities required to perform the essential job functions.
Knowledge of University policies and procedures;
Thorough knowledge of Microsoft Office software including Microsoft Word, Excel, and PowerPoint;
Knowledge of online technologies and familiarity with web-based systems
Ability to prepare reports and to maintain complex records and data;
Ability to use independent judgment in making decisions in accordance with established office policy and procedures;
Ability to communicate effectively, both orally and in writing;
Strong interpersonal, organizational and attention to detail skills;
Excellent customer service skills
Ability to work well in a team atmosphere
Ability to maintain confidentiality
Ability to multi-task and manage multiple priorities
Ability to work with a variety of constituents including students, alumni, staff, and employers
Ability to supervise students
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.
For internal candidates, completion of the University Support Staff Professional Development is desirable.
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.