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Administrative Assistant II

2 months ago

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

This is a complex and responsible paraprofessional position that involves high-level secretarial and office management work. The successful candidate will require considerable exercise of initiative, attention to detail, and independent judgment.

Key Responsibilities
  • Supervise departmental student workers during office hours, including recruiting, selecting, orienting, and training student employees.
  • 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.
  • 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.
  • Represent the Department in communication with the general public and entities external to the University.
  • 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.
Requirements
  • Minimum of high school diploma and 4 years of progressively responsible and related support professional experience.
  • Effective organizational and administrative skills required.
  • Prior supervisory experience and the ability to lead, evidence of attention to detail and problem-solving ability, manage and coordinate support staff.
  • Knowledge of accounting and budgetary theory, principles, and practices.
  • Knowledge of state and federal laws and regulations pertaining to budgets and accounting practices.
  • Skill in applying accounting and financial management principles.
  • Ability to work both independently and as part of a team; excellent interpersonal skills with a customer service orientation.
  • Ability to communicate effectively, both orally and in writing; excellent organizational skills with the ability to be attentive to details.
  • Ability to work a flexible schedule as needed in order to attend PMHPP, School, and University events.
  • Thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint.
  • Prior experience with SLATE is highly desirable.
  • Willingness to learn new technologies relevant to the position.
  • Knowledge of Human Resources, Purchasing, and Payroll systems, preferably Banner and COGNOS.
  • Ability and willingness to assist with other tasks in the Office as needed.
  • Enthusiastically seeks out work and new assignments.
  • Shows interest and initiative in taking on new and challenging assignments.
  • Good problem-solving skills with a can-do approach.
  • Ability to work independently on complex and confidential issues related to the day-to-day operations of the PMHPP.
  • Ability to initiate and follow through with work responsibilities and to meet deadlines.
Preferred Qualifications
  • An associate's or bachelor's degree from an accredited institution is 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.