Administrative Assistant - Center for Spiritan Studies

The Administrative Assistant provides a wide range of administrative support and reports to the Director of the Center for Spiritan Studies (CSS). This is a moderately difficult and varied clerical position requiring a self-starter comfortable with working in a research facility for the Spiritan Congregation worldwide and the Duquesne University Community. Work practices are reviewed on an ongoing basis and as circumstances dictate.

DUTIES AND RESPONSIBILITIES:

The Administrative Assistant provides general administrative support for the work of the Center and ensures smooth running of the center’s office to include, but not restricted to:

Responsible for the management of the Center’s shared files in “Einstein”.

Responsible for the distribution, preparation of customs forms invoicing and tabulation of receipts for the Center’s journal Spiritan Horizons published annually in three languages, English, French, Portuguese to over 65 countries.

Monitoring payments made, deliveries and returns and keeping these records up to date.
Similar responsibility for the production and distribution of other occasional Center publications.
Monitoring CSS budget (generate monthly P-Card reports, making budgeted purchases, issuing payments, processing fiscal matters as authorized, posting receipts) and submitting monthly reports to the Director.

Coordination of logistics for CSS events (decide with Public Affairs and other university constituents as needed - securing venues, arranging catering etc.).

Ordering and maintaining the inventory of office supplies.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

High School diploma or equivalent.

3-5 years of related office support experience, preferable within higher education.

Preferred qualifications:

Bachelor’s degree in a related field from an accredited institution.

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:

The ability to learn Purchasing, Payroll and Banner systems at Duquesne.

Ability to maintain complex clerical records and prepare reports from such records.

Ability to be service and team-oriented.

Ability to produce accurate work in an efficient manner.

Ability to establish and maintain effective working relationships.

Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission. Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others).

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.

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 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.