Administrative Assistant - School of Pharmacy, Division of Pharmaceutical, Administrative and Social
Location: Pittsburgh, Pennsylvania
Required Education: Associate’s
Higher Education Institution
Internal Number: 30-303
The qualified candidate will provide primary support to the faculty in the Division Heal of Pharmaceutical, Administrative, and Social Sciences and reports to the division head. This position requires a resourceful and independent worker with excellent communication skills. The incumbent will be responsible for general office management and reception, monitoring departmental budgets, assisting faculty and students with teaching and research needs, managing departmental processes including tenure reviews, hiring procedures, requesting classrooms and meeting rooms, processing reimbursements, etc. This is a full-time position working 12 months a year with benefits.
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 firstname.lastname@example.org. Employees with approved exemptions will be required to be tested on a regular basis. DUTIES AND RESPONSIBILITIES:
Manages division operating and overhead budgets including recording expenses, POs, and reconciling account worksheets.
Prepares initial budget proposal information using previous year’s data to aid division head in creating budget proposals.
Provides purchasing assistance to faculty using the University’s Unimart system.
Provides travel and expense management using the University’s ChromeRiver system.
Coordinate repairs to facility services.
Conducts initial research using university data for reporting purposes.
Reserves rooms as needed for faculty.
Assists with meeting set up and taking minutes when requested.
Works effectively with faculty and staff that interface with various university departments, including human resources, payroll, accounts payable, etc.
Maintains office supply inventory.
Receives and screens visitors, students and constituents.
Answers telephone, directs calls, takes messages and answers questions.
Distributes incoming mail and prepares outgoing mail.
Performs routine tasks associated with copying, faxing and filing.
Performs other related duties as assigned.
REQUIREMENTS: Minimum Qualifications:
Associate’s degree or combination of college level/business school education. 1 – 3 years of related professional 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:
Considerable knowledge of various software packages, including Excel, Word, Outlook, Zoom and other software required in completion of departmental responsibilities.
Knowledge of general academic policies and procedures essential to perform duties.
Ability to prioritize and work independently.
Professional Communication skills.
Ability to manage multiple projects simultaneously.
Strong organizational skills.
Demonstrated commitment to diversity and ability to interact successfully with a variety of constituents within and outside the campus community.
Strong commitment to customer service.
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.
Ability and willingness 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.