The Assistant to the Deans is an advanced administrative position that supports and assists the Dean, Associate Dean, and Assistant Deans. Work involves responsibility for relieving the Deans of program and designated administrative details. The successful candidate will exercise considerable initiative, independent judgment, and discretion in screening calls and visitors; arranging conferences and meetings; coordinating budgets; maintaining appointment schedules. Work assignments are received with only broad statements of objectives and are performed under general supervision. 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 Dean.
DUTIES AND RESPONSIBILITIES:
The Assistant to the Deans will be responsible for independently managing various operational aspects of the Deans’ offices and the school. The primary duties focus on administrative and managerial functions that contribute to the daily operation of the Deans’ offices, and long-term planning, projects and outcomes that contribute to student and faculty success. The Assistant to the Deans will be responsible for hiring student aids in the school and will supervise and train the student aid(s) in the Deans’ offices. They will work with the Human Resource Manager as needed related to this aspect of the position. They will independently manage and plan school events and will manage all aspects of Deans’ offices participation in university events and initiatives and participation in events related to the Office of Mission and Identity.
Hires, supervises, and manages work-study students for the School in the day-to-day operations.
Coordinates the distribution of work-study students with school departments to ensure that priorities and needs are met.
Prepares student aide schedules and conducts periodic performance reviews.
Provides budget support and oversight of multiple budgets including but not limited to scholarships, Associate Dean’s budget, Alumni Association, and study abroad programs (Coast Rica/Haiti).
Manages deposits for multiple budgets including but not limited to scholarships, alumni association, study abroad programs and PCOA.
Manages Procurement Card accounts for the Dean and the Associate Dean and generates timely monthly reports.
Supports the Dean in advancement efforts and shares information with the Office of the Dean staff.
Provides office and staff support for the deans, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the office, students, and external constituencies on a range of day-to-day issues.
Schedules and coordinates deans’ appointments and/or travel arrangements and coordinates and oversees daily office activities.
Performs varied administrative and clerical work delegation when appropriate to a student aid to ensure efficient and effective operation of the Office of the Dean staff.
Manages the Deans’ calendars.
Submits facility service requests via Maximo for the Deans’ Offices.
Coordinates swipe access to the building for faculty and staff
Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office while ensuring the sharing with appropriate audiences within the School and within the Office of the Dean.
Responsible for general correspondence, including confidential matters.
Exercises tact, discretion, and confidentiality in the handling and processing of sensitive material.
Assists with the collection, formatting and sharing of the school annual report data.
Proactively updates information on the school intranet as assigned including but not limited to school group email lists and manages the addition and removal of users as needed.
Maintains and updates directories and emergency contact lists for the school.
School Leadership Support
Assists the Associate Dean for Academic Affairs and Assessment with administrative tasks and analysis including but not limited to assisting with student standing; managing calendar; answering phones.
Assists the Assistant Dean for Student Services with administrative tasks and analysis.
Assists the Director of Alumni Relations with administrative tasks and analysis including but not limited to birth announcements; maintaining records/files regarding the Alumni conference (reconcile payments) and coordinating alumni events/fundraisers.
Assists the Assistant Dean for Curriculum and InterProfessional Education with administrative tasks and analysis.
Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; and provides administrative support and follow-up on matters arising from meetings.
Manages the administration of and site visits for the foreign exchange programs.
Independently manages and plans school events and manages all aspects of Dean’s Office participation in university events and initiatives.
Organizes and coordinates School events in cooperation with the University Events Office/Advancement, such as Homecoming weekend, the Alumni conference, annual retreat, and other events as assigned.
Performs other related job duties as assigned by the Dean.
Work requires a Bachelor’s degree from an accredited institution in business management or other related field.
Requires 3 to 5 years of work experience providing assistance to senior level administrators.
Prior experience working in higher education administration is 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:
Knowledge of administrative practices and techniques;
Ability to establish and maintain professional, effective working relationships with students, faculty, staff and University personnel;
Ability to prepare and maintain complex administrative records for the Dean’s Office and the School;
Ability to work independently on responsible and confidential assignments and administrative tasks;
Ability to handle high-level secretarial work, compose effective and accurate correspondence, strong leadership, supervisory, and communication skills;
Strong computer skills, including knowledge of the MS Office Suite;
Knowledge of Banner;
Ability to meet deadlines.
Completion of the University’s Foundations of Successful Leadership program is preferred.
Interested candidates must submit a cover letter, resume, and contact information for three professional references for immediate consideration.
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.