Administrative Assistant II - Department of Political Science and Department of Sociology - duquesne university : Job Details

Administrative Assistant II - Department of Political Science and Department of SociologySalary: Commensurate with experience Benefits: Generousbenefits include paid time off including holidays and vacation, retirementmatch, and tuition remission for employee and dependents. Details at www.duq.edu/benefits Location: College Hall Position Status: Full-time Hours: Varied Position Number: 001644/30-439 FLSA Status: Non-exemptPOSITIONSUMMARY:This positionserves two separate departments, the Department of Sociology and the Departmentof Political Science. Under the generaldirection of the Department Chairs for the Departments of Sociology andPolitical Science, the Administrative Assistant II undertakes a wide range of businessand administrative tasks that may require considerable independence, judgementand discretion. Individual must be detail-oriented, focused andhard-working. The position manages thedepartment offices, provides support for faculty and students, and maintainsthe department budgets.DUTIESAND RESPONSIBILITIES:Responsiblefor the fiscal management of each department (under the general oversight ofChair). Manages each department's main non-labor budget and monitors severalspecialized budgets, including scholarships, gifts, endowments and grants. Prepares and tracks annual expenseprojections and provides Chairs with regular budget updates of availablebalances. Provides support to facultyfor grants and special projects. Assistsfaculty with submission of expense reports. Makes department purchases and carries out processes to ensure timelypayments for vendors, speakers and student employees. Maintains detailed financial records andreconciles transactions, including departmental procurement card reporting andrelated activities.Oversees creation of class scheduleseach semester, and monitors student enrollments on an at-least-weekly basis.Submits contract requests for adjunct faculty. Completes all course andcatalogue corrections/additions for each semester for the department, includingclassroom accommodations, per Chair and faculty request/updates. Liaisonbetween department and other University offices including HR, AP, Registrar,advisors for various schools, etc.Handles faculty requests and works tosolve problems in the office, including maintaining supplies andequipment. Compiles reports, makesreservations, organizes room changes, etc. Hires, supervises andmentors student aides so that they can support faculty efficiently (2.5 studentaides per department).Maintains student records, assigningmentors, comparing records and reconciling discrepancies. Helps identifystudents eligible for department scholarships, honor society membership andawards.Maintains each department's website.Ensure each department has promotional materials such as 1-sheets. Regularlyupdates department bulletin boards. Oversees promoting upcoming events,under-enrolled courses and changes/innovations in the departments.Supervises student employees only.Completes otherduties as assigned.REQUIREMENTS:Minimum qualifications:Associate's degree from an accredited institution.Minimum of 3 years of work- related experienceis required. Preferredqualifications:Bachelor's degreein business or a liberal arts discipline from an accredited institution ispreferred.Morethan 5 years of related work experience and 1 to 3 years of experience atDuquesne University or another institution of higher education is preferred.Experience at Duquesne or similar institution ofhigher education with administrative, budgeting and technical skills couldsubstitute for a Bachelor's Degree.Alternately, thesuccessful candidate may possess any equivalent combination of experience andtraining, which provides the knowledge, skills and abilities required toperform the essential job functions. This includes, but is not limited to, thefollowing:Experience withfiscal management, including basicbudgeting and accounting procedures is required. Advanced knowledge ofaccounting principles is preferred.Working knowledge of Microsoft Officeincluding Word, Outlook and Excel is required. Experience working with Googleproductivity tools such as Documents, Adobe, Ingeniux and web management/designsoftware is preferred.Strong verbal and written communicationskills is required.The ability to interview, hire, train, mentor and supervisestudent aides is required.Willingness to take initiative. Thisincludes being proactive in learning necessary elements of the job, solvingproblems as they arise in the office, and being flexible about changes to theposition's responsibilities.Planning and Time Management skills; Theability to balance the demands of two departments, to manage multiple taskssimultaneously, to establish priorities and to meet deadlines is required.The ability to work independently in anoffice in which supervisors are not always present, especially during thesummer is required.Commitment to theUniversity's values of diversity, equity and inclusion, and recognition of theimportance of treating each individual with dignity and respect consistent withthe University's Mission. Demonstratedexperience with, and understanding of, the broad diversity of the Universitycommunity (students, faculty, staff and others).Ability toestablish and maintain effective working relationships with the UniversityCommunity.Ability and willingness to contribute actively to the mission of the Universityand to respect the Spiritan Catholic identity of Duquesne University. Themission is implemented through a commitment to academic excellence, a spirit ofservice, moral and spiritual values, sensitivity to world concerns, and anecumenical campus community.APPLICATIONINSTRUCTIONS: Applicants are asked to submit a cover letter, resume, and contact informationfor three professional references. Catholic in its mission and ecumenical in spirit, Duquesne University valuesequality of opportunity as an educational institution and as an employer. Weaspire to attract and sustain a diverse faculty and staff that reflectscontemporary society, serves our academic goals and enriches our campuscommunity. We particularly encourage applications from members ofunderrepresented groups and support dual-career couples through our chartermembership in thisregion's HERC ( We invite applicants for this position to learn more about our university andits Spiritan heritage byvisiting invited to campus for an interview may be asked about ways in which theysee their talents contributing to the continued growth of our community andfurthering its mission. Duquesne University was founded in 1878 by its sponsoring religious community,the Congregation of the Holy Spirit. Duquesne University is Catholic inmission and ecumenical in spirit. Motivated by its Catholic identity,Duquesne values equality of opportunity both as an educational institution andas an employer.