Administrative Assistant II - Pre-Medical And Health Professions Program (Pmhpp)

Administrative Assistant II - Pre-Medical and Health Professions Program (PMHPP)

Salary: Commensurate with experience

Benefits: Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents. Details at www.duq.edu/benefits

Location: Pre-Medical and Health Professions Program (PMHPP)

Position Status: Full-time

Hours: Varied

Position Number: 002606/30-413

FLSA Status: Non-exempt

POSITION SUMMARY:

This is a complex and responsible paraprofessional position which involves the performance of high-level secretarial and office management work and requires considerable exercise of initiative, attention to detail, and independent judgment. This position requires extensive contact with staff, faculty, students and the public.

Work is done with considerable independence within established policies and guidelines and reviewed by superiors through reports, conferences, and observation of results. The position reports to the Director. Work schedule may vary.

DUTIES AND RESPONSIBILITIES:

Supervises departmental student worker during office hours. Includes recruiting, selecting, orienting, and training student employees as well as coaching, counseling, and disciplining student employees; planning, monitoring, and appraising job results. Oversee the accuracy and timely submission of time sheets for student worker.

Overall management of the department and office systems - ensures that things run smoothly and all needs are being met. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

Responsible for budget planning and record keeping for the PMHPP; provides budget status reports and tracks expenditures and income, as well as regular monitoring of not only the PMHPP budget, but also the three associated student organizations.

Holds departmental procurement card and maintain records for all departmental procurement cards.

Prepares scheduled and non-scheduled payroll authorization for the student worker and PMHPP-associated student associations. Ensure that all required HR paperwork is complete.

Maintains departmental records for the ongoing tracking of program and student outcomes, as well as student application materials for professional school. These processes require great attention to detail and negotiation of medical and dental school submission portals.

Assists in preparing recruiting materials, as well as post-baccalaureate and secondary admission application review materials. Knowledge of Banner, Canvas and SLATE helpful, but comfort with institutional data sources required.

Serves as the Department liaison to Payroll, Public Relations, Graduate Admissions, Mailroom, Business Managers Group, and Purchasing.

Represents the Department in communication with the general public and entities external to the University.

Represents the Department in communication with prospective students, and students and alumni affiliated with our department programs and participates in all required recruiting events.

Attends School and University events on behalf of the PMHPP as needed.

Coordinates special events including Post-Baccalaureate student orientation, receptions, official meetings, and others as needed.

Secures classroom and laboratory space for course and lab offerings each semester as needed.

Maintains the PMHPP website and advertising media under the direction of the Director and/or Assistant Director.

Makes travel arrangements for PMHPP administrators traveling on behalf of the University.

Orders office supplies and laboratory supplies as requested, and coordinates repair of equipment.

Oversees the inventory of laboratory supplies and PMHPP equipment.

Plans and develops a written record of PMHPP meetings.

Manages maintenance of the main office, PMHPP Conference Room, and personal offices.

Greets students and visitors of the PMHPP.

Maintains and updates the PMHPP calendar and schedules interviews and advising appointments as needed.

Develops new computer skills as dictated by standard practice.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Minimum of high school diploma and 4 years of progressively responsible and related support professional experience.

Effective organizational and administrative skills required.

Preferred qualifications:

An associates or bachelors degree from an accredited institution 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:

Prior supervisory experience and the ability to lead, evidence of attention to detail and problem-solving ability, manage and coordinate support staff;

Knowledge of accounting and budgetary theory, principles and practices;

Knowledge of state and federal laws and regulations pertaining to budgets and accounting practices;

Skill in applying accounting and financial management principles;

Ability to work both independently and as part of a team; excellent interpersonal skills with a customer service orientation;

Ability to communicate effectively, both orally and in writing; excellent organizational skills with the ability to be attentive to the details;

Ability to work a flexible schedule as needed in order to attend PMHPP, School and University events;

Thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint;

Prior experience with SLATE is highly desirable;

Willingness to learn new technologies relevant to the position;

Knowledge of Human Resources, Purchasing, and Payroll systems, preferably Banner and COGNOS;

Ability and willingness to assist with other tasks in the Office as needed;

Enthusiastically seeks out work and new assignments;

Shows interest and initiative in taking on new and challenging assignments;

Good problem-solving skills with a can-do approach;

Ability to work independently on complex and confidential issues related to the day-to-day operations of the PMHPP;

Ability to initiate and follow through with work responsibilities and 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.

APPLICATION INSTRUCTIONS:

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 was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.