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Administrative Assistant II

2 months ago

Pittsburgh, Pennsylvania, United States Duquesne University Full time
Job Summary

We are seeking a highly skilled and experienced Administrative Assistant II to join our team at Duquesne University. This is a complex and responsible paraprofessional position that involves high-level secretarial and office management work.

Key Responsibilities
  • Supervise and manage departmental student workers, including recruiting, selecting, orienting, and training.
  • Oversee the accuracy and timely submission of time sheets for student workers.
  • Manage the overall department and office systems, ensuring smooth operations and meeting all needs.
  • Responsible for budget planning and record keeping for the PMHPP, providing budget status reports and tracking expenditures and income.
  • Hold departmental procurement cards and maintain records for all departmental procurement cards.
  • Prepare scheduled and non-scheduled payroll authorizations for student workers and PMHPP-associated student associations.
  • Maintain departmental records for tracking program and student outcomes, as well as student application materials for professional school.
  • Assist in preparing recruiting materials and post-baccalaureate and secondary admission application review materials.
  • Serve as the Department liaison to Payroll, Public Relations, Graduate Admissions, Mailroom, Business Managers Group, and Purchasing.
  • Represent the Department in communication with the general public and entities external to the University.
  • Represent the Department in communication with prospective students, students, and alumni affiliated with our department programs and participate in all required recruiting events.
  • Attend School and University events on behalf of the PMHPP as needed.
  • Coordinate special events, including Post-Baccalaureate student orientation, receptions, official meetings, and others as needed.
  • Secure classroom and laboratory space for course and lab offerings each semester as needed.
  • Maintain the PMHPP website and advertising media under the direction of the Director and/or Assistant Director.
  • Make travel arrangements for PMHPP administrators traveling on behalf of the University.
  • Order office supplies and laboratory supplies as requested, and coordinate repair of equipment.
  • Oversee the inventory of laboratory supplies and PMHPP equipment.
  • Plan and develop a written record of PMHPP meetings.
  • Manage maintenance of the main office, PMHPP Conference Room, and personal offices.
  • Greet students and visitors of the PMHPP.
  • Maintain and update the PMHPP calendar and schedules interviews and advising appointments as needed.
  • Develop new computer skills as dictated by standard practice.
Requirements
  • Minimum qualifications: Minimum of high school diploma and 4 years of progressively responsible and related support professional experience.
  • Effective organizational and administrative skills required.
  • Preferred qualifications: An associate's or bachelor's degree from an accredited institution is preferred.