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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 - Financial Aid Office (30-100)
  • Administrative Assistant Accounting Clerk (30-99)
  • Assistant to Department Head - Human Resource Management (30-96)
  • Administrative Assistant / Application and Credential Processor -  Enrollment Services (30-97)
  • Laboratory Instrumentation and Machinist Technician (30-94)

No Longer Accepting Resumes

  • Benefits Assistant II - Office of Human Resource Management (30-89) - Application period closed
  • Office Assistant II - Residence Life (30-90) - Application period closed
  • Computer Support Specialist II - CTS (31-09)
  • Events AV Technician - University Events (30-84) - Application period closed
  • Police Communications Operator - Public Safety (43-02) - Application period closed
  • Office Assistant II - Residence Life (30-85) - Position closed
  • Administrative Assistant/Event and Communications Coordinator - Offer pending

ADMINISTRATIVE ASSISTANT

Salary: $16.97/hour
Location: Financial Aid Office
Position Status: Full-time (35 hours/week)
Hours: M - F; 8:30 a.m. - 4:30 p.m.
Position Number: 30-100
Open Date: January 27, 2015
FLSA Status: Non-exempt
Notes: Accepting resumes - Resume Deadline Date:  2-13-15
Send Resume To: Careers@duq.edu

NATURE OF WORK:
This position supports the administrative functions of the Financial Aid Office. Employee will be expected to perform a number of vital roles based on the financial aid cycle. These tasks will include but not be limited to managing the application and financial aid credential process for over 10,000 students annually, mail receipt and sorting, scanning and indexing documents, data entry, communicating with applicants and current students, parents and high school guidance counselors regarding the status of financial aid, assisting the counseling staff and special admission/financial aid event participation.

ILLUSTRATIVE EXAMPLES OF WORK:

  1. Data enters, scans and indexes confidential inquiries and financial aid materials into database in order to support Assistant Directors with the production of financial aid packages.
  2. Establishes and maintains various files, logs, records and reports containing confidential information.
  3. Receives, screens and refers telephone calls, e-mails and visitors.
  4. Helps incoming freshmen parents to understand the financial aid process and procedures.
  5. Operates a personal computer and respective software to update information and records.
  6. Prepares materials and labels for department mailings.
  7. Logs receipt of student information and answers requests for additional information from students/parents.
  8. Assists the Associate Director with certifying, originating, and adjusting all Federal Stafford, Federal PLUS, Federal Graduate PLUS, and all Private Education loans.
  9. Assists with the University's Student Information System, Banner, setup for new aid years, new loan codes, loan fees and interest rate changes.
  10. Assists with the routine maintenance of the University's loan programs.
  11. Assists the Associate Director as a point of contact for Financial Aid and Student Accounts to resolve loan issues and monitor loan transactions.
  12. Accesses the PHEAA website to determine where and when student loans will be released.
  13. Works closely with the Financial Aid Assistant Directors.
  14. Enters freshman/transfer undergraduate and graduate aid applications.
  15. Participates in special admission/financial aid events such as DuquesneFest, College Career Day and Fall Open House.
  16. Performs related duties as assigned to support the functions of a dynamic and team oriented environment.

REQUIREMENTS OF WORK:
The successful candidate will have earned a high school diploma supplemented by courses in business, education or the liberal arts. Experience as an administrative assistant within a fast-paced professional services environment 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: strong communication skills, both oral and written; attention to accuracy and detail while multi-tasking; knowledge of PC and Microsoft Office Software; data entry, scanning and indexing; ability to make decisions in accordance with established policies; ability to deal with people in a courteous and tactful fashion regardless of circumstances; understanding and acceptance of the role of an administrative assistant in a professional environment; motivation to work harmoniously with a diverse group of highly qualified team members; 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.


ADMINISTRATIVE ASSISTANT ACCOUNTING CLERK

Salary: $15.00/hour
Location: Center for Legal information and the Allegheny County Law Library (School of Law)
Position Status: Full-time (35 hours/week)
Hours: M - F; 8:30 a.m. - 4:30 p.m.
Position Number: 30-99
Open Date: January 23, 2015
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: Careers@duq.edu

NATURE OF WORK:
The Administrative Assistant / Accounting Clerk, with moderate supervision, will posts all invoices into Millennium system for both Duquesne Center for Legal Information and the Allegheny County Law Library; enters and tracks all ACLL invoices into JD Edwards online accounting system for Allegheny County; enters all information from Banner into in-house accounting spreadsheets; contacts vendors when billing problems occur; and oversees library cards renewals for Allegheny County. This position reports to the Assistant Director for Technical Services.

ILLUSTRATIVE EXAMPLES OF WORK:

I. Enter data into Millennium Acquisitions and other appropriate spreadsheets and then post all invoices into Millennium system; which includes but is not limited to:

A. Enter the correct data into the Millennium Acquisitions system (making sure that you are in the correct part of Acquisitions for either ACLL or Duquesne) for all invoices that have been reviewed by the Serials/Acquisitions Clerk, marked to go to Accounts Payable and initialed by the Assistant Director for Technical Services.

B. Post the invoices using the Millennium Acquisitions system. Post for both ACLL and Duquesne.

C. Enter any non-book information onto the appropriate spreadsheets from the invoices so that a detailed record is kept of our expenditures.

D. File a copy of the invoices into the proper file.

E. Take invoices to Accounts Payable each Friday for them to process.

II. Enter data from Banner to the appropriate spreadsheets each week to keep a record of all spending in that account; which includes but is not limited to:

A. Banner should be checked each week for new entries paid that occur from University transfers or P-card purchases. (Some accounts; i.e. Telephone, Mail, or Xerox, incur charges only once a month at the very end of the month). Make sure that the charge is allocated to the correct account.

B. If the charge is in the wrong account then a Journal Entry will need to be done to correct the account and it should be entered into the correct account on the spreadsheet NOT the account that it was incorrectly charged to.

C. Check for invoices sent over and when they become paid on Banner take the amount from the encumbered line to the paid line on the appropriate spreadsheets.

III. Enter all ACLL invoices into the JD Edwards system and send paper invoices to County Purchasing for approval and payment; which includes but is not limited to:

A. All ACLL invoices that are marked as C-file or A-file are to be paid by the County Controller and must be entered into the JD Edward system in order to be paid.

B. Track the expenditures for each month to make sure that we are not sending down invoices for more than the amount that is transferred into this account each month by the County Law Department from the income account from the various filing fee departments. (We get a memo from the Law Department that states the amount transferred to our filing fee account).

C. Make needed copies of invoices and send to the County for processing.

D. File a copy of the invoices in the proper file.

IV. Deals with vendors regarding invoices and non-payment; which includes but is not limited to:

A. Will take all calls concerning invoices from vendors and their accounting departments.

B. Will settle problems with invoices while dealing with Accounts Payable and the vendors.

C. Will work with Accounts Payable in correcting any mistakes with amounts allocated to the wrong account.

V. Sends out invoices for ACLL Library Cards and tallies payment of cards; which includes but is not limited to:

A. Sends out invoice letter for ACLL Library Card renewal each year in November.

B. Sends out second notices to patrons and firms who have not paid by dates determined by the Library Card procedures.

C. Keeps a spreadsheet of all payments for library cards including name, payment amount and number of cards issued.

VI. Keeps a spreadsheet of all Cash Received by the ACLL for fines, photocopies, book sales, and other income (excluding Library Cards); which includes but is not limited to:

A. Records all information sent up from ACLL on the Cash Collection Record on a spreadsheet.

B. Record all book sales on a spreadsheet with statistical information which includes number of books sold and title of books sold.

C. Keeps a spreadsheet that matches the amount of actual income versus the amount deposited into our operating filing fee account to compare so we make sure that we get all of the income into our account.

VII. Audits all P-Card Activity for Center for Legal Information Card Holders.

A. Checks Fund Codes on all transactions to make sure that they are entered correctly.

VIII. Attends all Financial Meetings

A. Has all spreadsheets ready for monthly financial meetings

B. Has special financial data compiled if needed for the meeting or requested by the Library Director.

C. Be able to report funds that need to be set aside and funds that are available to be spent on projects or new materials (extremely important in the last quarter).

REQUIREMENTS OF WORK:
The successful candidate will have earned a high school diploma supplemented by courses in accounting/finance, business, education or the liberal arts. Experience as an administrative assistant / accounting budget manager within a fast-paced professional services environment 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: strong communication skills, both oral and written; attention to accuracy and detail while multi-tasking; knowledge of PC and Microsoft Office Software; data entry, scanning and indexing; ability to make decisions in accordance with established policies; ability to deal with people in a courteous and tactful fashion regardless of circumstances; understanding and acceptance of the role of an administrative assistant in a professional environment; motivation to work harmoniously with a diverse group of highly qualified team members; 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.


ASSISTANT TO DEPARTMENT HEAD

Salary: $21.97-$24.00/hour
Location: Human Resource Management
Position Status: Full-time (35 hours/week)
Hours: M - F; 8:30 a.m. - 4:30 p.m.
Position Number: 30-96
Open Date: January 7, 2015
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: Careers@duq.edu

NATURE OF WORK:

This is para-professional work in providing administrative and project management assistance to the Director of Human Resource Management. Position also: provides assistance to and some supervisory direction to colleagues working at the reception desk; customer service to office visitors or those calling for assistance; proofing and reviewing of documents prepared by other department administrators. Much of the work is time sensitive, very detailed and confidential in nature. This position reports to the Director of Human Resource Management and to the Associate Director for duties related to customer service and new hire employment activities. Work will be reviewed through meetings, reports, analysis, and observation of results.

ILLUSTRATIVE EXAMPLES OF WORK:

  1. Provides administrative support to the Director of Human Resource Management utilizing MS WORD, Excel, PowerPoint, and Outlook; prepares general correspondence; prepares drafts of documents; and performs other duties as assigned.
  2. Supervises reception desk staff and all work activities to ensure high standards of customer service, consistency in communicating Human Resource policies and practices, and compliance with relevant regulations for I-9's and other employment forms. Provides guidance and training as needed.
  3. Coordinates and attends departmental tax form orientation programs across campus. Responsible for the accurate completion and collection of new hire employment forms. This includes communicating complicated requirements for new international graduate assistants and employees. Reaches out to departments who have not participated in this program to increase number of new hire orientation programs conducted.
  4. Reviews and proofs correspondence and projects for other Human Resource colleagues.
  5. Coordinates the collection, organization and reporting of data on various projects from department managers for presentation to Director.
  6. Manages various unique projects as needed to relieve Director when appropriate and possible.
  7. Assists with Labor Management activities including: proofing, finalizing and mailing grievance responses; contract proposals; management of complicated drafts and final legal labor contracts; notification of yearly wage increases; and Memorandums of Understanding. Responsible for file maintenance of all labor management documents. Researches contract changes and additions.
  8. Serves as a Human Resource front-line customer service representative. Must be able to manage difficult customers, explain University and Human Resource policies, and redirect customers to other department(s) when appropriate. Assists coworkers when needed. Front office is frequently busy with calls, visitors, and projects that must be managed and completed in a timely and efficient manner. Time management skill is essential.
  9. Orders office supplies including computers from Office Depot, Computer Store, Central Stores, or Public Affairs Copy Center; works with office furniture vendors for quotes and ordering; places orders; works with Purchasing as needed.
  10. Manages repository of job descriptions, including: preparing job descriptions according to established format; assigning new job number as appropriate; updating job indexes; ensuring job description binders remain accurate and up to date.
  11. Prepares Public Affairs, Printing, Mailing Services, Food Service, and Purchasing requisitions as needed.
  12. Oversees planning and execution of meetings and other events as needed, including managing invitations, reserving meeting space, preparing meeting materials, and other related tasks.
  13. Works with Central Blood Bank and members of the campus community to coordinate Central Blood Bank blood drives on campus.
  14. Performs other clerical duties as needed to support university and department operations.
  15. Performs other duties as required.

REQUIREMENTS OF WORK:

The successful candidate will have earned a bachelor's degree from an accredited institution and have 3 - 5 years of administrative support experience and 1 - 2 years of supervisory experience, 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: experience working in or with Human Resources preferred; highly proficient in Microsoft Office Suite: Word, Excel, Outlook, and PowerPoint; ability to follow an established schedule and to complete tasks in a timely fashion while also maintaining high standards of accuracy and attention to detail; ability to appropriately balance urgent needs with long-term projects and make sure that all deadlines are met; ability to handle confidential issues with a high degree of discretion and tact; ability to communicate well both in writing and verbally; strong command of grammar and style consistent with Gregg writing reference manual. Expertise in proofreading for accuracy and clarity; ability to work cooperatively with others; skilled in providing customer service orientation while problem solving; ability to work independently as well as to take direction; 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.


ADMINISTRATIVE ASSISTANT / APPLICATION AND CREDENTIAL PROCESSOR

Salary: $16.20/hour
Location: Enrollment Services
Position Status: Full-time (35 hours/week)
Hours: M-F 8:30am - 4:30pm
Position Number: 30-97
Open Date: January 6, 2014
FLSA Status: Non-exempt
Notes: Accepting Resumes- Careers@duq.edu

NATURE OF WORK:
This position supports the administrative functions of the Office of Admissions. Employee will be expected to perform a number of vital roles based on the undergraduate admission cycle. These tasks will include but not be limited to managing the application and admission credential process for over 7,500 applicants annually, mail receipt and sorting, scanning and indexing documents, data entry, communicating with applicants, parents and high school guidance counselors regarding the status of applications, assisting the counseling staff and special admission event participation. *Applicants must be willing to work overtime during peak application receipt and processing periods.

ILLUSTRATIVE EXAMPLES OF WORK:

  1. Data enters, scans and indexes confidential inquiries and application materials into admission database for undergraduate admissions.
  2. Coordinates the receipt and review of academic credentials for undergraduate admission applicants.
  3. Provides application status updates to prospective students, parents and high school guidance counselors for undergraduate admission applicants.
  4. Builds relationships with prospective undergraduate students, answering questions and bringing undergraduate admission applications to completion.
  5. Participates in special admission events such as DuquesneFest, College Career Day and Fall Open House.
  6. Performs related duties as assigned to support the functions of a dynamic and team oriented environment.

REQUIREMENTS OF WORK:
The successful candidate will have earned a high school diploma supplemented by courses in business, education or the liberal arts. Experience as an administrative assistant within a fast-paced professional services environment 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: strong communication skills, both oral and written; attention to accuracy and detail while multi-tasking; knowledge of PC and Microsoft Office Software; data entry, scanning and indexing; ability to make decisions in accordance with established policies; ability to deal with people in a courteous and tactful fashion regardless of circumstances; understanding and acceptance of the role of an administrative assistant in a professional environment; motivation to work harmoniously with a diverse group of highly qualified team members; 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.


LABORATORY INSTRUMENTATION AND MACHINIST TECHNICIAN

Salary: $25.12/hour
Location: Bayer School of Natural and Environmental Sciences
Position Status: Full-time (35 hours/week)
Hours: M-F 8:30am - 4:30pm
Position Number: 30-94
Open Date: December 3, 2014
FLSA Status: Non-exempt
Notes: Accepting Resumes- Careers@duq.edu

NATURE OF WORK:
This is technical work in the maintenance, repair, and calibration of laboratory instrumentation. Work involves the maintenance, repair, and calibration of a wide variety of scientific instrumentation including occasional fabrication and modification. The individual will provide technical support and advice to university staff, faculty and students regarding installation, repair, and safe operation of equipment and systems. The employee will report to the Instrument Manager. Additional guidance is provided through OSHA safety standards, maintenance manuals, and University environmental health and safety standards. Work is reviewed by the Manager for compliance with safety standards and to discuss future plans. No supervision is exercised over others.

ILLUSTRATIVE EXAMPLES OF WORK:
1. Repairs and calibrates various laboratory instruments.
2. Performs preventative and/or regular maintenance on various laboratory instruments, including spectrometers, chromatographs, and other scientific instruments.
3. Rebuilds and/or recovers older and little used equipment.
4. Assures proper alignment of instruments and instrument parts.
5. Communicates with University staff, students, and faculty to give and receive information, determine repair needs, and train students on laboratory equipment.

REQUIREMENTS OF WORK:
Work requires an Associate's Degree in electronics or a related field, and two years experience in electronics; 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): Associate degree in electronic technology with experience in the scientific instrumentation field or equivalent military electronics program; ability to read and interpret schematics; ability to troubleshoot, repair, and calibrate electronic equipment and controls, pneumatic equipment and controls, advanced analytical and laboratory equipment; familiarity with computers, software, computerized control systems and interfacing instrument control systems; strong skills in the following areas: self-motivation, teamwork, communications, problem solving, dependability and innovation; commitment to following and supporting safety practices; willingness to keep up-to-date with new technology; ability to use instrumentation test equipment; ability to use hand and power tools.

DESIRABLE ADDITIONAL SKILL AND EXPERIENCE:
• Machine shop experience.
• Instrumentation metrology and calibration experience.
• Ability to communicate effectively, both verbally and in writing.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is both sedentary and active and involves sitting at a repair station, walking, standing, bending, safely lifting or carrying heavy equipment and parts plus papers, books, manuals, supplies, equipment, instruments and other related work items. The technician operates energized machinery. Occasionally, the technician may be required to climb a ladder and/or to safely lift items heavier than 50 pounds.  Work is performed in a laboratory or workroom and requires normal safety precautions when operating equipment and performing the work.

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.