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Posted: 15-Aug-24
Location: Pittsburgh, Pennsylvania
Employment Type:
Organization Type:
Salary: Commensurate with experience
Benefits: Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents. Details at www.duq.edu/benefits
Location: School of Music
Position Status: Full-time
Hours: Varied
Position Number: 241813
FLSA Status: Exempt
POSITION SUMMARY:
The primary purpose of the School of Music’s Assistant to the Deans position is to support the deans with a high degree of professionalism, discretion, tact, sensitivity, confidentiality, and the ability to multi-task and be a leader. This person provides administrative assistance to the deans in order for them to attend to the responsibilities as administrators of the school. The Assistant to the Deans oversees and manages all work given so the office can run efficiently. The Assistant to the Deans is also a liaison between the deans and the faculty and staff.
DUTIES AND RESPONSIBILITIES:
Serves as liaison between the deans and faculty, staff and students. Assists the deans with supervisory duties of staff. The Assistant to the Deans schedules deans’ meetings with university personnel, School of Music faculty, staff, and students. This person manages and creates polls to assist in organizing large meetings, faculty retreats, etc. Takes minutes at the faculty meetings and Executive Committee meetings and transcribes them to be distributed as appropriate. Compiles and creates agendas for staff meetings. Collaborates with the Director of Business and Administration to generate a large mailing to the part-time faculty that includes their stipend and their classes. Updates the deans’ calendars with deadlines stated in the University Faculty Handbook, weekly meetings with various staff, monthly meetings with University Advancement personnel, etc. Coordinates with faculty regarding their peer reviews and promotion and tenure. Collaborates with Associate Dean and Student Success coach to generate full-time faculty load letters. Records full-time status (sabbaticals, promotion and tenure, members of committees). Works closely with Associate Dean to maintain and update MPSOM Faculty Manual. Assists with scheduling, coordination, and note-taking for schoolwide initiatives, including the strategic plan.
Performs additional duties for the deans as needed.
Uses University email platform to generate and send announcement email which is distributed weekly to all faculty and staff, as well as any mass communications from Dean and Associate Dean. Manages and updates recipient lists and categories. Manages content for MPSOM webpages, particularly faculty portal, faculty profiles, and University catalog pages.
Serves as liaison between administration and the deans in scheduling appointments with deans. This includes meetings with the Provost and university advancement personnel. Coordinates with the Assistant to the Provost to schedule meetings, faculty promotion and tenure including Interfolio to add P&T information. Coordinates with assistants to vice presidents to set up meetings.
Financial - Manages financial responsibilities of the deans’ p-cards (collects receipts, processes expense reports through ChromeRiver). Orders meals or refreshments for lunches or events held through the School of Music.
Serves as personnel representative from the beginning to end of new hire process – onboarding of new full-time and new part-time faculty. Facilitates full-time faculty searches, coordinating with search committee chair, finalists, and departments across campus to schedule campus visits. Coordinates communications with Dean, faculty, Director of Business and Administration, Human Resources, and new hire. Amasses all information and distributes it accordingly. Saves files on HR share drive.
Oversees and delegates tasks for projects/events such as Staff Presents, Convocation, MPSOM Awards Ceremony, Orientation, gift baskets, etc. Organizes mailings such as the donor Christmas card mailing. Fields phone calls and assists and directs caller. Manages office machines and all School of Music files.
Completes other duties as assigned.
SUPERVISORY RESPONSIBILITIES:
Guides the work of others (8 or more) who perform the same work. May organize, set priorities, schedule and review work, but has no responsibility to hire, terminate, reviewing performance or make pay decisions, e.g., Lead position.
Supervises the work of others (8 or more), including planning, assigning and scheduling work, reviewing work and ensuring quality standards, training staff and overseeing their productivity. May offer recommendations for hiring, termination and pay adjustments, but does not have responsibility for making these decisions.
REQUIREMENTS:
Minimum qualifications:
1-3 years of experience
Preferred qualifications:
Working knowledge of music, instruments, ensembles, and performance practices preferred
Alternately, the successful candidate may possess 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:
Excellent verbal & written communications skills; strong interpersonal skills and the ability to work independently and collaboratively with others
Ability to handle multiple tasks simultaneously, function effectively under pressure, and take initiative on projects and tasks
Excellent organizational and time management abilities with a strong attention to detail
Competence with Microsoft Office and Box (file sharing) and willingness to learn University email and content management platforms
An openness to constantly learn and to take on new tasks and challenges
Ability to establish and maintain effective working relationships with students, faculty, staff, alumni and external organizations
Ability to uphold high standards of confidentiality and discretion when dealing with sensitive and confidential information
Working knowledge of University policies and regulations, as well as state and national requirements, such as FERPA
Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission. Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others).
Ability to establish and maintain effective working relationships with the University Community.
Ability and willingness to contribute actively to the mission of the University 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.
APPLICATION INSTRUCTIONS:
Applicants are asked to 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 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.