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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 - Administrative Assistant - Donahue Graduate School of Business
  • Office of the Registrar - (30-21) Revised Job Description
  • Administrative Assistant - (30-43) Mylan School of Pharmacy
  • Administrative Assistant - School of Nursing / Associate Dean for Research (30-44)

No Longer Accepting Resumes

  • Senior Accounting Clerk II - Controller's Office - Interviews underway

ADMINISTRATIVE ASSISTANT

Salary: $17.57/hour
Location: Donahue Graduate School of Business
Position Status: Full-time (35 hours per week)
Hours: 8:30 a.m. - 4:30 p.m., Monday - Friday
Position Number: TBD
Open Date: May 22, 2013
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: Careers@duq.edu

NATURE OF WORK
This is a highly skilled clerical and professional administrative position requiring an understanding of the strategic and operating agenda of the Donahue Graduate School of Business (DGSB). The Administrative Assistant will be one of five employees of DGSB responsible for the administrative, academic and growth agenda of the school. The Administrative Assistant will be expected to conduct a wide range of activities in service of a fast paced and time sensitive agenda that is focused on the delivery of excellent graduate management education to a growing number of highly qualified and carefully selected students. The Administrative Assistant will interact with the regional, national and international business and academic community on a regular basis and provide a high quality level of support to ensure that the professional staff remain highly productive and focused on the right things. The Administrative Assistant must be a team player who is focused on the success of the DGSB and sees themselves as a part of the team that creates this success.

ILLUSTRATIVE EXAMPLES OF WORK

  1. Provides clerical and secretarial support to the DGSB professional staff.
  2. Serves as receptionist and office coordinator for graduate office by providing support for student service inquiries, candidate inquiries and overall program operations as required.
  3. Inputs and creates reports from Intelliworks enrollment management software, Banner student enrollment system and Cognos analytical system.
  4. Coordinates numerous Donahue School events including advisory board meetings, speaker programs, student recruiting information sessions and non-credit student development sessions.
  5. Assists in Graduate Assistant assignment process including collecting GA requests from faculty, HR on-boarding, orientation, assignment, performance appraisal collection, eligibility confirmation and ad-hoc request fulfillment.
  6. Assists with travel planning activities including international travel component of SMBA program.
  7. Assists with managing Donahue School documentation flow in accordance with policy. Makes and implements approved suggestions for process flow improvements.
  8. Ensures that completed work conforms to established standards with proper and effective procedures.
  9. Performs related duties as assigned by supervisor.

REQUIREMENTS OF WORK

Work requires an Associate's degree and a minimum of four years of experience working in a fast-paced, complex environment or any combination of experience or training which provides the following knowledge, skills, and abilities required to perform the essential job functions. This includes, but is not limited to: a demonstrated capability to learn workflow, technologies and university programming (curricula, registration, financial aid essentials, budgets, etc.) in service of meeting our stakeholder's needs is essential; quality focused, with strong writing and proofing skills and a disposition that favors organizational excellence that is reflected in their work; ability to complete tasks using the Microsoft Office Suite package; ability to represent the leadership team of the Donahue school in their absence and be competent in making occasional decision that are consistent with the agenda of the leadership team; 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.

ADMINISTRATIVE ASSISTANT

Salary: $15.00/hour
Location: Office of the Registrar
Position Status: Full-time (35 hours per week)
Hours: 8:30 a.m. - 4:30 p.m., Monday - Friday
Position Number: 30-21 - Revised Job Description
Open Date: May 15, 2013
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: Careers@duq.edu

NATURE OF WORK:
This is administrative work requiring independent judgment, initiative, and the maintenance of confidential and sensitive information. The successful candidate will be responsible for the execution of advanced assignments and special projects in support of the University Registrar and will support the office through various administrative functions.

ILLUSTRATIVE EXAMPLES OF WORK:
1. Assist with the maintenance of student records and related student information along with document imaging.
2. Participate in the maintenance of the web sites for the Office of the University Registrar.
3. Participate in the production of the University's Undergraduate and Graduate Catalogs.
4. Provide support for various University committees and related committee work.
5. Assist the University Registrar and other staff members with special projects, training, and documentation, and implementation planning.
6. Operate a PC utilizing MS Office products and demonstrate internet proficiency.
7. Create and maintain basic databases, spreadsheets, and reports for specific office functions and record-keeping.
8. Schedule meetings, make appointments, and respond to requests for information.
9. Prepare and maintain confidential data in accordance with established policies and procedures.
10. Prepare correspondence, memos, reports, meeting minutes, etc.
11. Receive, screen, and refer telephone calls.
12. Provide support and respond to requests from walk-in visitors to the office.
13. Maintain payroll and track and monitor yearly budgetary expenditures.
14. Prepare business expense, cash advance, and authorized payment reports.
15. Manage accounts payable, receivables, and purchasing operations including on-line transactions and purchase orders.
16. Oversee and manage work requests for Facilities Management, Printing and Mailing, and other University offices.
17. Track and manage office supplies, paper, and special forms.
18. Assists office staff as needed.
19. Performs related duties as assigned.

REQUIREMENTS OF WORK:
The successful candidate must also demonstrate strong written/oral communication skills, display the ability to work effectively with others, and have considerable knowledge of the laws, regulations, and policies governing the operations of the University. This individual must be proficient with the PC, Microsoft Office tools, email, and the Internet. The successful candidate will have earned a high school diploma, and completion of a Bachelor's degree from an accredited institution is preferred. The candidate must have completed a minimum of 3 years' relevant work experience or an equivalent combination of relevant experience or training. Required skills include but are not limited the ability to work independently on responsible and confidential assignments; the ability to understand and follow detailed oral and written instructions; the ability to learn assigned tasks readily and adhere to prescribed procedures; the ability to create and maintain complex records and files; and the ability to establish and maintain effective working relationships with the University Community. Experience in a higher education setting and with student systems is highly preferred.

Applicants must be willing and able 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

Salary: $16.73 - $17.40/hour
Location: School of Nursing / Associate Dean for Research & Laval Chair
Position Status: Full-time (35 hours per week)
Hours: 8:30 a.m. - 4:30 p.m., Monday - Friday
Position Number: 30-44
Open Date: May 15, 2013
FLSA Status: Non-exempt
Notes: Accepting resumes
Send Resume To: Careers@duq.edu

NATURE OF WORK:
This is a highly skilled and diversified paraprofessional administrative position which entails clerical, secretarial, logistics, and meeting planning skills. The successful candidate will need to have the capacity to work independently to prioritize among the needs of multiple projects, as well as exercise considerable initiative. Technical skills in the operation of dominant software packages and knowledge of Duquesne University budget and grant procedures are necessary. Primary contacts of the position are the School of Nursing Associate Dean for Research and the Laval Chair for Justice for Vulnerable Populations, School of Nursing faculty and Business Manager, Office of Sponsored Research, Controller's Office, Accounts Payable and other University departments necessary to perform role.

ILLUSTRATIVE EXAMPLES OF WORK:
1. Provides clerical and secretarial support to the School of Nursing Associate Dean for Research and the Laval Chair.
2. Manages registration and coordinates the plan for an annual McGinley symposium on Justice for Vulnerable Populations. Coordinates abstract and poster submission.
3. Support School of Nursing Faculty who are PIs of grants and School of Nursing Business Manager in facilitating purchases, expense reimbursement, grant employment and grant reporting according to Duquesne University and funding agency guidelines.
4. Provides monthly symposium and grant reports showing expenditures and maintain compliance with sponsors and funding agencies guidelines.
5. Contributes to overall management of the outcomes of the School of Nursing research efforts (compiles and maintains statistics, establishes and maintains databases, records and files).
6. Assists with planning and arranging travel and accommodations, processes travel expense reports for the Associate Dean for Research, the Laval Chair, and speakers at the McGinley symposiums of social justice.
7. Maintains P-Card records and reports according to University guidelines.
8. Handles the day to day expenses related to the School of Nursing research effort.
9. Assists with researching/maintaining literature regarding grant funding opportunities.
10. Assists with gathering information and required documents (CVs, Bio sketches, MOUsm, etc.) when grants are written.
11. Prepare metrics related to publications, grants, and scholarships as compared to benchmark schools
12. Assist with SON IRB paperwork and processes
13. Performs related work as required.

REQUIREMENTS OF WORK:
The successful candidate will have earned at least an associate's degree (Bachelor's preferred) from an accredited institution and have experience in complex administrative support work 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: ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships with colleagues, community representatives and fellow employees; ability to be a self starter; excellent business skills as well as knowledge of filing procedures and bookkeeping methods; knowledge of computer applications (Word, Excel, Microsoft Office Suite) and basic data management through EXCEL or SPSS; 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 commitment to an ecumenical campus community.


ADMINISTRATIVE ASSISTANT

Salary: $16 - $19 /hour (Compensation will be based on experience)
Location: Mylan School of Pharmacy
Position Status: Full-time
Hours: 8:30 a.m. to 4:30 p.m.
Job Posting Number: 30-43
Open Date: May 2, 2013
FLSA Status: Non-exempt
Notes: Full-time
Send Resume To: Careers@duq.edu

NATURE OF WORK:
The Administrative Assistant is the primary support for the Director of Communications and Director of Admissions and Data Management.

ILLUSTRATIVE EXAMPLES OF WORK:

  1. Governs information for publications, articles/news and website, including solicits, composes, proofreads and edits information into the proper formats.
  2. Manages collateral materials projects including information gathering, facilitating drafts-to-approval along given timelines, ensures adherence to policies and procedures.
  3. Administrates datasheets in Excel for public relations initiatives, articles/news and golf outing budgets. Maintains datasheets daily and prepares them for weekly status reporting. Excel proficiency expected.
  4. Assists in collecting and providing information for advertising and promotional efforts when needed. Assists with brand management of collateral material and research posters.
  5. Assists with planning and implementing the School of Pharmacy's annual golf outing, such as soliciting donations, organizing sponsors, maintaining databases and reports and more.
  6. Provides administrative support to the Directors.
  7. Receives and processes admission applications for the Doctor of Pharmacy Program, and provides frequent updates to applicants regarding their application status.
  8. Communicates with prospective students about application requirements, the application process and other information relative to the admission cycle.
  9. Maintains admission files, including transcripts and other relevant credentials for the admission application.
  10. Assists with planning and implementing preview day recruitment events.
  11. Conducts various mailings throughout the application/admission cycle (such as recruitment letters, admission letters, etc.).
  12. Employs tact, insight and sensitivity when communicating with applicants.
  13. Enters data in the Banner student information system, as well as in Excel spreadsheets and maintains various reports and information.
  14. Serves as a member of the larger Student Services team, assisting with other support roles when deemed necessary by the Associate Dean for Professional Programs.
  15. Performs other related duties as assigned.

REQUIREMENTS OF WORK:
The successful candidate will have earned an Associate's degree, from an accredited institution, or have completed some college course work or equivalent and have at least five years' work experience, or any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. Preference will be given to candidates who have earned a Bachelor's degree. This includes, but is not limited to the following: strong attention to detail; excellent oral and written communication skills; outstanding organizational and interpersonal skills; experience using Microsoft Word and Excel; willingness and ability to learn new technologies relevant to the position; ability to work in a complex, fast-paced environment; ability to maintain a high energy level, enthusiasm, and a positive approach to work; excellent rapport with people; commitment to customer service and to the educational development of students and the ability to establish and maintain effective working relationships with the University Community. A functional knowledge of the Banner Student Information system is desirable.


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.