Salary: Commensurate
with experience
Benefits: The University offers generous
benefits including paid time off (holidays, holy days and vacation), employer
matching contributions to the retirement plan, and tuition benefits for
employees and their eligible dependents. Learn more and explore benefits at www.duq.edu/benefits
Location: Computing and Technology Services
Position Status: Full-time (35 hours per
week)
Hours: Monday through Friday 8:30 a.m.-
4:30 p.m. but may vary based on operational need
Position Number: 241823/10-1185
FLSA Status: Exempt
POSITION
SUMMARY:
The Executive/Administrative Assistant provides high-level administrative
support to the Vice President for Technology & Chief Information Officer
and other IT Directors within Duquesne University’s Computing and Technology
Services department. This role is pivotal in ensuring the smooth operation of
the department by managing schedules, coordinating meetings, handling
communications, and performing various administrative tasks.
DUTIES
AND RESPONSIBILITIES:
Provides Executive Support:
Calendar and Schedule Management:
Manage complex, shifting calendars for multiple executives
within the department, prioritizing meetings, events, and tasks while ensuring
that schedules are optimized for efficiency. Proactively address scheduling
conflicts and make necessary adjustments to ensure smooth operations.
Travel and Event Coordination:
Coordinate both domestic and international travel
arrangements for senior leaders, including booking flights, accommodations,
transportation, and preparing detailed itineraries. Organize and manage
department events, conferences, and functions, ensuring all logistics are
well-planned and executed.
Correspondence and Communication:
Handle and direct incoming communications (calls, emails,
memos) for senior leaders, ensuring timely and professional responses. Prepare,
draft, and proofread official communications, including emails, letters,
presentations, and reports. Communicate on behalf of leadership when necessary
and ensure key messages are accurately conveyed.
Preparation for Meetings and Events:
Organize internal and external meetings by preparing agendas,
gathering necessary materials, distributing information to participants, and
ensuring that all logistics are handled. Take accurate and comprehensive
meeting minutes and follow up on action items to ensure deadlines are met.
Provides Administrative Support:
Office Organization and Support:
Maintain an organized office
environment, ensuring that equipment, materials, and supplies are well-stocked
and in working order. Handle day-to-day administrative duties such as filing,
copying, scanning, and faxing documents, managing office supplies, and
maintaining office organization. Maintains, and provides oversight of, the CTS
Rockwell Hall Concourse and 10th-floor facilities, including maintaining office
equipment, restocking supplies, light cleaning of kitchen and conference room,
performing routine “tech checks” and supply checks/restocking in the conference
room and hoteling spaces, and of the scheduling signage, and performing other
similar functions. Create, update, and manage training and process guides for
office operations and support. Performs office functions, including scheduling
rooms, processing maintenance requests, and maintaining office equipment. Monitor and process work orders generated
through the existing service management and ERP systems. Enter and submit
vacation and sick time in the ERP for CTS.
Phone and Front Desk Support:
Serve as the point of contact for
visitors, phone calls, and inquiries, providing exceptional customer service
and assisting with general office duties as needed. Ensure all inquiries are
handled efficiently and appropriately. Answer all incoming calls to the CTS
Main numbers and the CIO’s phone. Screen calls for the CIO, responds to
callers’ concerns and questions, answers inquiries or directs/forwards calls to
proper parties when appropriate, and refers callers or their issues to the CIO
when appropriate. Responds to and triage inquiries. Assesses the need to aid or
triage the requests. Responds to and/or refer concerns to appropriate parties.
Personnel Search and Onboarding
Support:
Administrative support for searches:
schedule committee meetings, record meeting notes, liaise with HR
representatives, schedule initial candidate interviews, schedule on-campus
interviews, make travel arrangements for candidates, create evaluation
artifacts, and distribute along with candidate materials. Organizes travel arrangements,
accommodations, and reimbursements for visitors, hiring candidates and
department guests. Coordinates with Shared Services on the hiring process and
paperwork for new hires.
Coordination with Other Departments:
Collaborate with other university
departments to ensure that internal processes are followed, and communicate
effectively with faculty, staff, and students as needed. Represent the
department in cross-functional meetings and provide administrative assistance
across the university as required.
Reception Desk Support and Coverage/Student
Aide Supervision:
Assures adequate coverage of receptionist
stations and front office. Assists in training, scheduling, and supervision of
student aides on office procedures and responsibilities.
Event Planning and Coordination:
Take ownership of organizing
department events, conferences, and workshops, including scheduling venues, arranging
catering, creating event materials, and managing guest lists. Ensure smooth
event execution and post-event follow-up.
Expense Statement Coordination:
Prepare and submit expense statements, including procurement
card (P-Card) and personal report of business expense (ROBE) monthly reports
for the VP of IT & CIO and AVP & Deputy CIO/CISO. This includes
gathering receipts, scanning receipts, calculating mileage, and other expenses
that need to be submitted for the monthly expenses.
Liaison and Collaboration:
Serve as a liaison between
the CIO, senior IT leadership, and other university departments, ensuring clear
and timely communication. Works collaboratively with other University
administration including (but limited to), the President’s Office, the
Provost’s Office, other Cabinet members and their support teams, the Dean’s,
and their support teams.
Completes other duties as assigned.
REQUIREMENTS:
Minimum qualifications:
High School Diploma or equivalent.
1-3 years of
work- related experience.
Preferred qualifications:
Associate’s degree from an accredited educational institution.
3-5 years of
work-related experience.
Proven
experience (3+ years) as an Executive Assistant or Administrative Assistant,
preferably in an academic or IT setting.
Familiarity
with IT terminology and university administrative processes is a plus.
Alternatively, 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:
Competence in using the Microsoft
Office 365 ecosystem, particularly calendaring and email in Outlook
(including as a delegate of others’ calendars), collaboration in Teams,
document creation and editing in Word, spreadsheet creation and editing in
Excel, and presentation creation and editing in PowerPoint.
Proficiency
in using Videoconferencing platforms such as Zoom and/or Microsoft Teams
Experience
in using cloud storage solutions such as Box and Microsoft OneDrive
Experience
using office phone systems and features.
Exceptional
organizational skills, with the ability to manage multiple tasks and
priorities.
Strong
verbal and written communication skills, with the ability to interact
professionally with senior leadership and staff.
Ability
to maintain a high level of discretion, confidentiality, and professionalism.
Strong
problem-solving skills and the ability to work both independently and in a team
environment.
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.
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.