Assistant to the Dean – College of Osteopathic Medicine
Location: Pittsburgh, Pennsylvania
Required Education: Bachelor’s
Salary: Commensurate w/experience
Higher Education Institution
Internal Number: 241818
The individual in this position will be responsible for the smooth functioning of the office, at times in the absence of the Dean. This position requires a high degree of professionalism, discretion, tact, and sensitivity; the capacity to exercise mature, independent judgment; and the ability to multi-task, sometimes under pressure. Also important are written and oral communication skills and the ability to interact effectively with individuals of importance at, or to, the University and the COM (including donors and friends of the university, members of the Board of Directors, senior administrators in Academic Affairs and in other divisions, faculty, staff, students, parents and alumni).
Work will be reviewed through meetings, reports, analysis, and observation of results in addition to the annual employee evaluation.
As a condition of employment, Duquesne University requires all new employees —full-time and part-time, including adjunct faculty—to get a COVID-19 vaccine and provide proof of their vaccination upon commencement of employment.
New employees requesting a religious or documented medical exemption from the vaccine must complete and submit a Duquesne University exemption request form for review and approval. To receive the appropriate exemption request form, contact [email protected] Employees with approved exemptions will be required to be tested on a regular basis.
DUTIES AND RESPONSIBILITIES:
Provides overall administrative support to the Dean of the College of Osteopathic Medicine.
Manages the Dean’s appointment calendar and coordinates with others to meet scheduling needs
Assists in travel arrangements and related events
Manages the Dean’s procurement card according to established University policies
Provides administrative support for the Dean’s meetings including: scheduling, taking meeting minutes, creating agendas, compiling packets/slides/handouts, maintaining accurate contact lists and communications and tracking completion of follow-up tasks/action items, facilitating the Dean’s meetings in his/her absence
Plans and provides support for events such as retreats and receptions hosted by the Dean.
Handles outgoing correspondence for the Dean’s office, including drafting and transcribing letters as needed, proofreading, etc.
Sorts incoming correspondence, forwarding items when appropriate and preparing others for action by the Dean.
Screens visitors for the Dean, greets guests who have appointments and converses with them while they wait.
Screens calls for the Dean, responding to callers’ concerns and questions, forwarding calls when appropriate (to appropriate deans, department heads, or other COM and university officers), and referring callers or their issues to the Dean when appropriate.
Works collaboratively with other University Deans, the Provost Office and the COM Dean’s direct reports and their support staffs.
Assists in managing department and office systems to ensure smooth operation
Oversees the general functioning of the Dean’s office, monitoring the electronic and paper filing systems, financial record keeping, “tickler” files for monitoring future or recurring events and deadlines, etc.
Maintains office efficiency by participating in the planning and implementation of office systems, layouts, equipment and supply procurement.
Prepares scheduled, non-scheduled payroll authorization forms, journal entries and purchases through Unimarket.
Responsible for budget oversight, discretion and record keeping
Provides budget monitoring and status reports.
Tracks expenditures and income.
Prepares budget reports and invoicing.
Maintains departmental records for accreditation
Creates and maintains files needed for accreditation.
Communicates with members of the team to ensure accurate records.
Facilitates timely completion of assigned tasks through regular reminders and follow-ups ahead of deadlines.
Performs other related duties as assigned.
Bachelor’s degree in business administration or related field from an accredited institution.
Work related experience as an executive assistant to a Dean or high-level executive.
Master’s degree in Business Administration, Education or other professional degree from an accredited institution.
Expertise with Access and Pivot Tables.
Work related experience as an executive assistant to a Dean or other executive in a healthcare related or medical education field.
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:
Strong technical skills including: Microsoft Outlook, Word, Excel, and PowerPoint, Telecommunications software (Ex: Zoom), Web-based software, Adobe PDFs
Experience preparing reports, spreadsheets, graphs, maps, etc.
Capacity to resist and absorb stress and juggle a variety of high-intensity tasks simultaneously.
High degree of persistence in overcoming obstacles.
Ability to work independently on complex and confidential issues.
Ability to exercise consistent discretion and tact in information management, both internally and externally.
Unfailingly professional demeanor and awareness of business etiquette with lively but appropriate sense of humor.
Knowledge and experience in accounting and financial management principles.
Broad knowledge of administrative management principles, concepts, and techniques and their practical application.
Outstanding communication, listening, and interpersonal skills with a customer service orientation.
Ability to interact effectively and sensitively with people of diverse backgrounds and experiences.
Ability to establish and maintain effective working relationships with university officials, executives, administrators, faculty and staff and to communicate information effectively and discreetly.
Competence in taking the initiative and working independently on responsible and confidential assignments with special aptitude for time management, task prioritization, and timely execution.
Fluency in the conventions of business writing, including familiarity with drafting memoranda, meeting minutes, and e-mails; and excellent grammar and punctuation.
Knowledge of other relevant software and an openness and aptitude for learning to use such systems,
Knowledge of formal budgeting procedures; and, more particularly, familiarity with Duquesne’s current systems such as P-card, Banner, and Workflow.
Ability to work a flexible schedule as needed in order to attend programs and events.
Ability to stay informed about university policies, rules, and regulations that might impact the functioning of the Dean’s office and/or the university and ensures that the Dean’s office complies with all such policies.
Ability and willingness to contribute actively to the mission of both the University and the College of Osteopathic Medicine 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.
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, 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.