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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 (30-102) New Posting

 

No Longer Accepting Resumes

  • Administrative Assistant Accounting Clerk (30-99)
  • Administrative Assistant - Financial Aid Office (30-100)
  • Assistant to Department Head - Human Resource Management (30-96)
  • 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

Commensurate with Experience
Location: Physical Therapy - Rango School of Health Sciences
Position Status: Full-time (35 hours/week)
Hours: M - F; 8:30 a.m. - 4:30 p.m.
Position Number: 30-102
Open Date: February 16, 2015
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: Careers@duq.edu

NATURE OF WORK:
The Administrative Assistant will provide assistance to the Director of Clinical Education (DCE) and Assistant Director of Clinical Education (ADCE) with clinical education management which requires an extreme amount of detail oriented work.This is a complex and responsible clerical position which involves the performance of high-level secretarial work. This position requires extensive contact with staff, faculty, and students. The typical work hours are from 8:30 am - 4:30 pm Monday through Friday. However these times are expanded as necessary to meet departmental needs. (Examples: proctoring 8:00 am exams, Weekend Open House, Evening/Weekend Seminar/Conference/Reception, School Graduations, Continuing Education Programs).  

ILLUSTRATIVE EXAMPLES OF WORK:

  1. Maintains ACCESS and Acadaware databases, which hold information on the clinical sites. Updates databases with information relating to individual site requirements and personnel changes. Runs reports related to clinical education for DCE/ACDE as requested.
  2. Responsible for all correspondence between DCE/ADCE and students and clinical sites (i.e. Placement letters to students and clinical sites, student data letters to clinical sites, cancel letters, etc.)
  3. Schedules pre and post clinical education meetings for all five clinical rotations for each class. Involves checking student schedules, DCE/ADCE schedules and room schedules. Also provide all pertinent paperwork to students for completion.
  4. Sets-up Excel tables for clinical education reports (CCCE contact information, clinical instructor statistics, site contact information etc.)
  5. Maintains Certified Background program which includes correspondence with account managers, answering student inquiries regarding clearances, and updating the website.
  6. Creates and sends out surveys utilizing Survey Monkey to students and clinicians after each clinical rotation. Creates and sends out surveys to alumni students. Also generate reports that reflect the completed responses from students and clinicians.
  7. Composes a yearly spreadsheet of all our adjunct faculty including the clinicians that have worked with our students during their clinical rotations.
  8. Manages the CPI Web which involves enrolling new student and clinical users, corresponding with clinicians and CPI Web support, and setting up evaluations for each student for each clinical rotation.
  9. Processes all clinical education paperwork that is received following each clinical rotation (i.e. clinical scores must be calculated and entered into a spreadsheet, strengths and weaknesses must be summarized and entered into a work document, and Clinical Instructor statistics are put on an excel worksheet)
  10. Responsible for printing and distributing the clinical education manual or its updates to students to deliver to their clinical sites.
  11. Provides assistance to Administrative Staff and Faculty by screening calls, visitors and mail, handles copy requests, and interprets policies, rules and regulations in response to general inquiries.
  12. Follows purchasing procedures for office, classroom or lab needs which includes obtaining quotes, preparing purchase requisitions and handling shipping needs.Manages all procurement cards for the department and their monthly reconciliations.
  13. Assists twelve faculty members with the following (correspondence, proofreading, copying, reserving rooms, equipment needs, etc.)
  14. Works with the Admissions Office to set up prospective physical therapy student visits to campus, which requires working with faculty schedules and room schedules.
  15. Handles all travel arrangements for the department, which involves booking airlines, hotels, cars, and registrations for various domestic and international meetings.
  16. Manages student workers and graduate assistants, which includes coordinating the weekly laundry schedule and determining they are working efficiently and effectively.
  17. Maintains organization of both physical therapy labs (141 Rangos & 440 Fisher) and coordinate equipment transfers between the two physical therapy labs for classes and matriculations.
  18. Schedules student evaluation surveys for adjunct faculty every semester.
  19. Submits textbook orders each semester to the campus bookstore.
  20. Submits service and work orders to the Facilities Dept. online utilizing the Maximo program as department needs arises.
  21. Assists faculty members with coordinating special functions on or off campus (i.e. panel discussions, parents to work day, geriatric site visit), which may involve ordering food, setting up parking, and participation.
  22. Coordinates the OSHA course for the department. Arrange for course material to be available to the students, set up an exam date, proctor the exam, and print certificates.
  23. Assists the Assistant to the Department Head with planning and preparing of departmental events (Orientation, Recognition Ceremony, Continuing Education seminars, Matriculation, yearly equipment checks, etc.)

REQUIREMENTS OF WORK:
The successful candidate will have a minimum of high school diploma and Associate's degree and 2-4 years of progressively responsible and related support experience. A Bachelor's degree in Business or closely related field of study is preferred and highly desirable, 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: Knowledge of accounting and budgetary theory, principles and practices; knowledge of state and federal laws and regulations pertaining to departmental 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 Department, School and University events; thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint and Access; willingness to learn new technologies relevant to the position; 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 Department; effective organizational and administrative skills required; ability to initiate and follow through with work responsibilities and to meet deadlines; ability to establish and maintain effective working relationships with the University Community; ability and willingness to contribute actively to the 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.