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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 ( Job Number TBD) - Advancement Services
  • Office Assistant III (30-110) - Office of International Programs
  • HR Service Consultant I (30-133)
  • Library Assistant III (30-109)

 No Longer Accepting Resumes

  • Benefits Assistant II - Office of Human Resource Management (30-106)
  • HR Assistant - Office of Human Resource Management (30-104) - Application period closed
  • Academic Records Assistant (30-105)
  • Office Assistant II (Night Clerk) - Residence Life (31-10) Application deadline 3/20/15
  • Assistant to Department Head - Human Resource Management (30-96)

ADMINISTRATIVE ASSISTANT

Salary: $17.58 - $19.23/hour
Location: Advancement Services
Position Status: Full-time
Hours: M - F; 8:30 a.m. - 4:30 p.m.
Position Number: TBD
Open Date: May 27, 2015
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: Careers@duq.edu

NATURE OF WORK:

This is highly skilled clerical work and detailed data processing work for generating specialized donor letters, and establishing and maintaining alumni and donor records. This work requires the exercise of considerable initiative and independent judgment.

Work involves researching, coding and processing all data necessary to accurately maintain and develop the demographic information stored in the Alumni/Development database (Banner). Assignments also include generating acknowledgement letters through a customized process on a weekly basis for all outright donations. Assignments are made by the Director and performed by following established procedures.

ILLUSTRATIVE EXAMPLES OF WORK:

  1. Performs updates and maintains demographic information on the Banner Advancement Individuals and Organizations module. This involves subscribing to various online services as a resource tool for biographical information on alumni and donors.
  2. Executes weekly custom program necessary for generating acknowledgement letters/cards for all outright and matching gift donations. This process includes reviewing and finalizing a donor report for gifts receipted during the same weekly time period.
  3. Prepares donor acknowledgement letters and family notification cards for all honorary and memorial gifts.
  4. Coordinates all special biographical updating projects assigned by the Director. These updates are received through the National Change of Address (NCOA), various mailings, Alumni events, Telefund, schools and departments.
  5. Primarily responsible for performing all updates on major prospect, board of director and key donor records for entry into the Banner database.
  6. Assists in resolving and verifying degree information on new graduates being transferred to the Banner system from the Registrar's Student record system.
  7. Performs data entry of special interest and affiliation codes on Banner records as assigned.
  8. Assists with research and updates on key alumni and donors to ensure the most current and complete biographical information on each constituent record.
  9. Assists with other office projects or functions, as the Director deems necessary.

REQUIREMENTS OF WORK:

The successful candidate will have earned a high school diploma or equivalent, supplemented with course work in business education from an accredited institution and have training in Microsoft Office applications, including word processing, spreadsheet, and database software. 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: ability to create and maintain complex records and files; considerable knowledge of data processing and software applications; ability to work independently on responsible and confidential assignments; ability to understand and follow detailed oral and written instructions; ability to learn assigned tasks readily, and adhere to prescribed routines; 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; 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.


OFFICE ASSISTANT III

Salary: $18.45 /hour
Location: Office of International Programs
Position Status: Full-time
Hours: M - F; 8:30 a.m. - 4:30 p.m.
Position Number: 30-110
Open Date: May 21, 2015
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: apply.interfolio.com/29788

NATURE OF WORK:
The Administrative Assistant in the Office of International Programs is a paraprofessional position that involves high level and complex duties as well as a considerable amount of independent judgment. The position may supervise other clerical staff as well as student workers; this position requires considerable contact with the staff, students, and the public in general. The Administrative Assistant report to the Director of International Programs.
Illustrative Examples of Work:

 Serves as the Office Manager for the Office of International Programs. Tasks include:
• Answering phones and assisting callers when appropriate
• Maintaining office inventory and ordering supplies
• Ensuring that office is clean and organized on a daily basis
• Assisting with the maintenance of international student files and records for prospective students, applicants, current students, and alumni
• Processing payments and keeping detailed records of payments
• Recording time for non-exempt employees and maintains time sheets for non-exempt staff
• Processing daily mail and managing expedited mail services
• Working with Facilities, Maintenance, and Housekeeping to satisfy the needs of the office; processing maintenance requests through the Maximo system
• Scheduling appointments and maintaining the office calendar, when necessary

 Serves as first point of contact for students and clients who wish to interface with the Office of International Programs. Tasks include:
• Greeting visitors and prospective students to assess their needs
• Supporting and assisting staff members with their functions
• Assisting students with inquiries regarding study abroad programs
• Other tasks as required

 Serves in a paraprofessional capacity:
• Serving as a member of the International Admission and Student Service Team in the OIP
• Assisting with student programming in the OIP such as the American Traditions Series, ISO Week, New Student Orientation, and various international student workshops throughout the year
• Assisting the Director and Assistant Director of International Admissions with processing acceptance and scholarship letters
• Assisting the Director and Assistant Director/International Student Advisor with immigration documentation specific to international students; serves as a Designated Signing Officer (DSO) for immigration documents
• Advising students where routine student life matters are concerned
• Advising students about international student health insurance issues
• Managing the International Student Tax system each year
• Representing the OIP at on-campus meetings when necessary

REQUIREMENTS OF WORK:
The successful candidate will have earned a Bachelor's degree, from an accredited institution, preferably in an area related to education, international affairs and/or communication. Interest in the field of International Education in general and an appreciation for intercultural communication and diverse cultures or any equivalent combination of experience and training which provides the following knowledge, skills, and abilities required to perform the essential job functions. This includes, but is not limited to, the following: possess excellent interpersonal skills and willingness to establish and maintain good relationships with students, the campus community, and the general public; experience in clerical work, including proficiency in automated systems, record keeping, filing, and communication skills; ability to use considerable independent judgment in implementing tasks and supervising other office support staff; strong quantitative skills: budgeting, statistical and spreadsheet software; ability to learn immigration rules and regulations and apply them in appropriate situations; ability and willingness to offer input where the functions of the office are concerned; knowledge of the University's policies, especially in relation to international students; willingness to participate in professional development; due to the need for assistance with immigration processing, candidate must be a U.S. citizen.

Ability to work with diverse populations, including students, faculty, scholars, and staff; and 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.


HR SERVICE CONSULTANT I

Salary: $20.00 - $21.51/hour
Location: Office of Human Resource Management
Position Status: Full-time
Hours: M - F; 7:30 a.m. - 3:30 p.m.
Position Number: 30-113
Open Date: May 19, 2015
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: Careers@duq.edu

NATURE OF WORK:

This is a highly skilled position requiring the exercise of initiative and independent judgement. Position requires extensive knowledge of the University's policies and procedures relative to salaries, benefits, payroll, and personnel procedures. Work involves the responsibility to establish and maintain complex employee personnel and payroll records. The employee interacts with all aspects of the University's community including the executive/ administrative/clerical staff as well as the general public. The employee must exercise judgement and discretion in its relationships with this diverse group. Employee serves as a member of the HR Call Center Team to service University employees and constituents.

ILLUSTRATIVE EXAMPLES OF WORK:

  1. Establishes and maintains working relationships with key personnel to establish and manage employee and payroll records.
  2. Guides employees through complex administrative processes.

    Establishes and maintains both electronic and manual support records for all employees including the personnel, payroll, leave, and benefit records.
  3. Documents, codes, and processes all data necessary to support the employee record including new hires, terminations, re-appointments, status and salary changes to personal information.
  4. Conducts intensive and complex audits of employee records including regular bi-weekly audits of the pay files. Ensures that completed work conforms to established University and Human Resources standards and criteria.

    Provides assistance to the University community and directing inquiries relative to the HR Service Call Center in an attentive and positive manner.
  5. Seeks opportunities to offer information and provide general assistance.
  6. Performs related work as required.

REQUIREMENTS OF WORK:

The successful candidate will have completed coursework in business education from an accredited institution, have strong knowledge of software applications, and have 3 - 4 years experience with payroll processing or other database applications. Alternately, the final 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: knowledge of software applications, including database and spreadsheets; knowledge of SCT Banner preferred; knowledge of University policies and procedures related to employment; knowledge of basic accounting as well as University operating budget and grant accounts; ability to work independently and exercise confidentiality with employment information; ability to provide attention to detail and problem solving; ability to make arithmetic calculations and determine proper codes; strong customer service orientation; 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; 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.


LIBRARY ASSISTANT III

Salary: $16.49 / hour
Location: Gumberg Library
Position Status: Full-time (35 hours/week)
Hours: M - F; Varied Hours
Position Number: 30-109
Open Date: May 6, 2015
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: http://apply.interfolio.com/29618

NATURE OF WORK:
Reporting to the Circulation Manager, the primary functions of this position are to process faculty reserve materials in both print and electronic formats, as well as to provide comprehensive customer services to users at the Circulation Desk. Work schedule is 35 hours per week and may include evening, weekend, and holiday hours.

ILLUSTRATIVE EXAMPLES OF WORK:

1. Process incoming electronic reserve materials from faculty: digitize documents, create digital audio files from hard copies, locate digital copies of requested materials in licensed databases or open access journals, create course webpages through LibGuides e-reserves module, transfer files to course webpages or link to electronic resources, append bibliographic metadata to e-reserves records, and ensure copyright compliance.

2. Obtain permission from rights holders to use copyrighted materials when necessary, track copyright permission fee expenditures, and prepare regular copyright permission fee expenditure reports.

3. Process print and media reserves, using Sierra software, to create brief catalog records. Maintain organization system for print reserve materials.

4. Track faculty reserve request statistics and prepare annual usage reports.

5. Maintain library's course reserve webpages through LibGuides.

6. Provide complete Circulation Desk functions (check-out, collect fines, provide directions, answer phones, monitor guest entries at front doors, assist with copiers and other equipment).

7. Assist in training and orienting new staff and student assistants.

8. Perform other related duties as assigned.

REQUIREMENTS OF WORK:
High school diploma or equivalent, with undergraduate degree from accredited institution preferred. Strong customer services skills. Effective interpersonal, communication, and problem-solving skills. Demonstrated computer skills including email, word processing, spreadsheet, 3and basic Internet software. Ability to work cooperatively in a collegial and busy environment. Ability to deal effectively with students, faculty, co-workers, and the public. Ability to enter data accurately and resolve discrepancies according to established procedures. Ability to explain and enforce rules, regulations, policies, and procedures.