This position involves a broad range of high-level and complex clerical and administrative responsibilities. Successful performance requires an understanding of both routine and specialized office tasks, the exercise of considerable independent judgment and problem solving. Typically, only out-of-the ordinary and difficult issues should be referred to the supervisor for decision. The position entails considerable contact with staff, students, and the public as well as interdepartmental collaboration. Work is performed under the general direction of the Department Chair and reviewed in regular conference and via a formal annual review to assess whether quantitative and qualitative goals are met. The employee will be responsible for supporting the work of the department chair and the faculty to ensure efficient and smooth day-to-day operation.
DUTIES AND REQUIREMENTS
Acts as the main point of contact for the Department of Modern Languages and Literatures, and maintains good relations with students, staff, and the public.
Supports numerous programs needs and activities in Arabic, Chinese, French, German, Italian, Japanese, and Spanish including textbook ordering for beginning and intermediate classes.
Assists with budget planning and manages multiple budget lines, conference funding requests, Chrome River activities, travel requests, gift accounts, and student awards.
Creates and maintains department intranet pages and maintains master catalogue updates.
Provides assistance to the department chair with class schedules, assessment, and annual reporting.
Research and compile data for curricular initiatives.
Promotes and provides assistance with departmental award ceremonies and other special events (Human Rights Film Series, annual picnic and merit awards, honors societies, orientation of new faculty, etc.) including catering and booking space.
Maintains and updates departmental files, forms, procedures, syllabi, brochures, and other informational material.
Assists with the planning, promotion, and organization of study abroad programs.
Performs technology-oriented assignments working with Excel, Cognos, and Banner finance, and maintain and update departmental website through Ingeniux.
Works collaboratively with the department chair to determine priorities, establish deadlines, and plan departmental projects.
Faculty, Staff and Students
Supports approximately 8 full-time faculty, 12 part-time faculty, and 90 undergraduate majors and minors.
Handles sensitive and confidential material with utmost tact and discretion.
Interviews, hires, trains, and supervises multiple undergraduate student aides, tutors, and lab assistants.
Organizes and oversees arrangements for new faculty, including office location, contracts, and employment paperwork.
Assists Dean’s Office with employment contracts for adjunct faculty.
Maintains and updates all records on majors and minors, assists with student registration, placement exams, and prospective students’ inquiries, provides assistance to faculty mentors, program leaders and the chair; prepares documentation for annual student excellence awards.
Process faculty travel authorizations and manage travel arrangements, interview schedules, and reimbursements for faculty searches and visiting speakers/reviewers.
Attends faculty meetings and take meeting minutes.
Schedules graduate reading exams.
Facilities, Office Operations, University Community
Oversees the maintenance of all equipment and facilities.
Keeps track of office supplies inventory and re-order when necessary.
Process purchase requisitions and all room requests for classroom changes, meetings, special events, etc.
Acts as campus-wide liaison to other administrative assistants and advisors in handling routine and specific requests.
The successful candidate should hold a minimum of an associate degree. The candidate will also have a minimum of three years of related work experience. Experience or training which provides the knowledge, skills, and abilities required to perform the essential job functions is expected.
This includes, but is not limited to, the following:
Excellent organizational and interpersonal skills with a strong customer service orientation, ability to multitask and to communicate effectively, both orally and in writing;
Excellent time management skills, ability to prioritize work, and attention to detail;
Ability to exercise discretion and tact when handling confidential and sensitive information;
Excellent typing skills (60 wpm minimum) and thorough knowledge of and facility with Microsoft Office software including Microsoft Word, Excel, and PowerPoint;
Ability to use computer-based systems for data management and report preparation;
Knowledge of and experience in updating web sites and familiarity with content management systems (e.g., Ingeniux) and web-based applications (e.g., Oracle Banner, Cognos, 25-Live, online survey platforms such as Survey Monkey, Qualtrics or similar);
Experience in event planning, registration, and logistical data tracking;
Familiarity and experience with budgeting and accounting principles;
Ability to prepare reports and to maintain complex records and data;
Ability to use independent judgment in making decisions and individual problem solving skills.
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; 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.
Bachelor’s degree preferred and a minimum of three years of related work experience.
Experience in higher education is preferred.
Interested candidates should 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, 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.