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Support Staff Openings - Full Time

If you are interested in one of the jobs posted below, find out more about how to apply.

Currently Accepting Resumes

  • Administrative Assistant (30-103) - New Posting

 No Longer Accepting Resumes

  • Office Assistant II (Night Clerk) - Residence Life (31-10) Application deadline 3/20/15
  • Administrative Assistant (30-102)
  • Administrative Assistant Accounting Clerk (30-99)
  • Administrative Assistant - Financial Aid Office (30-100)
  • Assistant to Department Head - Human Resource Management (30-96)

ADMINISTRATIVE ASSISTANT

Salary: $19.25/hr
Location: Center for African Studies
Position Status: Full-time
Hours: 8:30 am to 4:30 pm
Position Number: 30-103
Open Date: March 25, 2015
FLSA Status: Exempt
Notes: Accepting resumes
Send Resume To: Careers@duq.edu

NATURE OF WORK:
This is a complex and responsible clerical position which involves the performance of high-level secretarial work and requires considerable exercise of initiative and independent judgment. This position requires extensive contact with faculty and students. Work is done with considerable independence within established policies and guidelines and reviewed by superiors through reports, conference, and observation of results. This position reports to the Director of African Studies.

ILLUSTRATIVE EXAMPLES OF WORK:

  1. Performs and oversees varied secretarial work to ensure efficient and effective operation of the Center for African Studies; answers phones and greets visitors and directs them as appropriate.
  2. Prepares and oversees the Center for African Studies' budget.
  3. Monitors the departmental operating budget accounts and serves as contact person for Human Resources and Payroll.
  4. Maintains the departmental procurement card account, reconciles monthly statements, and prepares monthly report of expenses for the Director.
  5. Attends meetings as assigned; prepares agendas/minutes and tracks action items.
  6. Ensures that completed work conforms to established standards and criteria; establishes proper and effective procedures.
  7. Assists part-time faculty with employment and payroll related documents.
  8. Assists with the hiring of student employees; supervises student employees and monitors timely submission of timesheets.
  9. Manages and maintains the Center for African Studies website and other social media networks.
  10. Maintains appointment calendar for the Center, schedules meetings and follows up as needed.
  11. Maintains working order of office equipment; orders office supplies.
  12. Coordinates with Mailing Services when bulk mailings are being done. Creates mailing lists and labels, pulls prospective student information from Banner Financial Module and Banner Student Module database, updates contact information, and manages responses and other correspondence.
  13. Organizes, coordinates and oversee all submitted MAXIMO requests for facility maintenance and repairs.
  14. Serves as the liaison with the Director of Student Services for recruitment efforts.
  15. Assists with the planning, coordination, and participation in Admitted Students Weekend Open House, and New Student Orientation. Coordinates site and arranges catering.
  16. Manages and oversees the planning and implementation of the Center for African Studies events and study abroad opportunities.
  17. Assists with identifying speakers for the speaker series and determining strategic goals for the Center.
  18. Maintains confidential files and the African Studies roster and student files and progression reports.
  19. Performs registration functions/provides support as need to Academic Advisors such as registration of students in the Banner system, processing course drop/adds and withdrawals.
  20. Prepares reports, lecture notes, memoranda, and correspondence for the Director and other faculty members.
  21. Gathers statistical information for annual reports.
  22. Prepares materials for off-site recruitment trips.
  23. Processes electronic and paper application materials for the African Studies program. Reviews all materials for completeness and resolves any incomplete areas by contacting applicants. Continuously update files as information is received.
  24. Generates correspondence to notify applicants of admissions decisions and sends decision letters to applicant.
  25. Advises and assists incoming and prospective students with the admissions process.
  26. Answers phone calls and emails from prospective students.
  27. Performs other duties as assigned by the Director of African Studies.

REQUIREMENTS OF WORK:
The successful candidate will have earned an Associate's degree, with major course work in business administration, accounting, education, guidance counseling or closely related field and have one to two years' experience working in an academic setting i.e., admissions, counseling, or student advisement. A Bachelor's degree and three to five years of office management and college student recruitment experience preferred, or 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: knowledge of the academic policies and regulations; excellent interpersonal skills with a customer service orientation; excellent computer, social media, and web skills, especially website management; demonstrated proficiency in Microsoft Office Suite (Excel, Work, PowerPoint, Publisher, etc.); ability to communicate effectively, both orally and in writing; ability to work independently; excellent organizational skills and the ability to be attentive to detail, flexibility, and the ability to multi-task; ability to work a flexible schedule as needed in order to attend school events; ability to prioritize work assignments and work within deadlines; willingness to provide detailed daily and weekly updates to the director; ability to exercise discretion in discussing content of projects deemed confidential are expected to be treated as such; ability to understand and willingness to support the University Mission Statement; and the 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.