Executive Assistant to the Deans – School of Pharmacy
Location: Pittsburgh, Pennsylvania
Salary: Commensurate with experience
Higher Education Institution
Internal Number: 10-866
The Executive Assistant to the Deans is an advanced administrative position that supports and assists the CEO Dean (Dean) and Associate Deans. Reporting directly to the Dean, the Assistant to the Deans will work closely with the Dean and senior leadership team to implement strategic priorities. The successful candidate will exercise considerable initiative, independent judgment and discretion in screening calls and visitors, arranging conferences and meetings, coordinating budgets, maintaining appointment schedules and participating in efforts to organize, prioritize and address critical issues across all departments of the school. The Executive Assistant to the Deans will assume a leadership role in working with other senior staff members, coordinating staff support for various projects and facilitating the success of school-wide initiatives.
Work assignments are received with only broad statements of objectives and are performed under general supervision. This position requires extensive contact with staff, faculty, students and the public. Work is completed with considerable independence within established policies and guidelines and reviewed by superiors through reports, conferences, and observation of results.
DUTIES AND RESPONSIBILITIES:
Provides budget support and oversight of multiple budgets including but not limited to scholarships, Associate Dean’s budget, Alumni Association, and study abroad programs
Manages deposits for multiple budgets including but not limited to scholarships, alumni association, study abroad programs and PCOA
Manages Procurement Card accounts for the Dean and the Associate Dean for Academic Affairs and Administration. Generates timely monthly reports.
Supports the Dean in advancement efforts and shares information with the Office of the Dean staff.
Provides office and staff support for the deans, to include screening and handling telephone communications, greeting and directing visitors, and serves as a primary point of contact and liaison between the office, students, and external constituencies on a range of day-to-day issues.
Schedules and coordinates deans’ appointments and/or travel arrangements and coordinates and oversees daily office activities.
Performs varied administrative and clerical work delegation, when appropriate, to other staff, or to student aids to ensure effective operation of the Office of the Dean.
Manages the Deans’ calendars
Submits facility service requests via FAMIS for the Deans’ Offices as requested by the Deans
Coordinates swipe access to Bayer and Mellon Halls
Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office while ensuring the sharing with appropriate audiences within the School and within the Office of the Dean
Responsible for general correspondence, including confidential matters
Assists with the collection, formatting and sharing of the school annual report data
Proactively updates information on the school intranet, as assigned, including but not limited to school group email lists, and manages the addition and removal of users as needed
Maintains and updates directories and emergency contact lists for the school
School Leadership Support
Assists the Associate Dean for Academic Affairs and Administration with administrative tasks and analysis including but not limited to assisting with student standing, managing calendar and answering phones
Assists the Director of Alumni Relations with administrative tasks and analysis including but not limited to birth announcements, maintaining records/files regarding the Alumni conference (reconcile payments) and coordinating alumni events/fundraisers
Assists the Associate Dean for Curriculum and Professional Engagement with administrative tasks and analysis
Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; provides administrative support and follow-up on matters arising from meetings
Manages the administration of and site visits for the foreign exchange programs
Independently manages and plans school events and manages all aspects of Dean’s Office participation in university events and initiatives
Organizes and coordinates School events in cooperation with the University Events Office/Advancement, such as Homecoming weekend, the Alumni conference, annual retreat, and other events as assigned
Completes other duties as assigned.
SUPERVISORY DUTIES AND RESPONSIBILITIES:
Management of work-study and teaching assistant students
Manages work-study students for the School in the day-to-day operations
Prepares student aide schedules and coordinates the distribution of work-study students with school departments to ensure that priorities and needs are met
Leadership of staff in various school-wide initiatives, as assigned by the Dean
Bachelor’s degree from an accredited institution and 3-5 years of progressively responsible experience.
Prior experience working in higher education administration is preferred
Completion of the University’s Foundations of Successful Leadership program is preferred
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:
Knowledge of administrative practices and techniques
Ability to establish and maintain professional, effective working relationships with students, faculty, staff and University personnel
Ability to prepare and maintain complex administrative records for the Dean’s Office and the School
Ability to work independently on confidential assignments and administrative tasks
Ability to handle high-level administrative assistant work and compose effective and accurate correspondence
Possesses strong leadership, supervisory, and communication skills; strong computer skills, including knowledge of the MS Office Suite; knowledge of Banner; and ability to meet deadlines
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.
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.