Administrative Assistant – Office of Student Affairs, School of Nursing
Location: Pittsburgh, Pennsylvania
Salary: Commensurate with experience
Higher Education Institution
Internal Number: 30366
Under the direction of the Associate Dean for Student Affairs (OSA), the Administrative Assistant is responsible for providing high-level support to the office of Student Affairs (including Academic Advisors and the Associate Dean) by coordinating the services, functions, and processes of the office.
This position is responsible for coordinating student programming and communication, handling information requests, maintaining student rosters and files, support for the School of Nursing scholarships and grants, coordinating with employers to provide students with job and career planning information, planning and implementation of student events, supporting the Academic Standing Committee, Diversity & Inclusion Committee and the International Committee.
As a condition of employment, Duquesne University requires all new employees —full-time and part-time, including adjunct faculty—to get a COVID-19 vaccine and provide proof of their vaccination upon commencement of employment.
New employees requesting a religious or documented medical exemption from the vaccine must complete and submit a Duquesne University exemption request form for review and approval. To receive the appropriate exemption request form, contact email@example.com. Employees with approved exemptions will be required to be tested on a regular basis.
DUTIES AND RESPONSIBILITIES:
Interacts daily with students and faculty addressing student support and school policy issues.
Maintains School of Nursing student files, email lists tracking lists, etc.
Supports processes for administration of all DUSON scholarships and grants received by School of Nursing.
Assists in the processing of requests from alumni such as verification and letters of recommendation
Prepares NCLEX licensure verifications for graduating students and related communication with State Board of Nursing.
Prepares Dean’s List reports, Fees letters and various other mail merges, awards and certificates; coordinates student surveys.
Provides overall office management for OSA to ensure efficient provision of services; general office duties.
Provides direct support to Associate Dean and Advisors.
Manages university procurement card for Associate Dean.
Provides support to Academic Standing Committee; prepare agendas for/ minutes from meetings, prepares decision letters to students.
Assists with planning and implementation of OSA sponsored events such as Orientation luncheons, student activities, senior luncheon, white coat ceremony and SON commencement activities.
Assists with student programming and communication which includes but is not limited to: weekly email updates, bulletin boards, invitations, signage, etc.
Coordinates with employers to communicate information to our students about internships, job opportunities, residencies, etc.
Hires and supervises work of student aides.
Completes other duties as assigned.
High school diploma and 5 years of progressively responsible office experience.
Proficiency in Microsoft Office software (Excel, Word, PowerPoint, Publisher) is required.
Business school training and/or a Bachelor’s degree in business from an accredited institution or closely related field of study and prior experience in an academic environment is preferred and highly desirable.
Knowledge of academic or educational institution procedures 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. This includes, but is not limited to, the following:
Accuracy in typing (at least 60 wpm);
Ability to understand and follow oral and written instructions;
Knowledge of English, spelling and grammar;
Knowledge of general office procedures;
Excellent organizational and communication skills;
Attention to detail, flexibility, and the ability to multi task;
Ability to prioritize work assignments and work within deadlines;
Ability to establish and maintain effective working relationships with faculty, staff and administration;
Ability to work with minimal supervision;
Employee is expected to exercise discretion in discussing projects with other staff;
Content of projects deemed confidential are expected to be treated as such; Sensitivity to the need of each individual to be treated with dignity and respect as it relates to diversity in general and the Mission of the University specifically.
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.
Duquesne University, a private, Catholic institution, prides itself on being mission-centered and mission-driven. Our employees contribute to our culture of academic excellence and our mission of serving God by serving students. In turn, they enjoy a supportive working environment that values individual talents, encourages teamwork and rewards accomplishments.
A nationally ranked top-tier university, Duquesne has established a legacy of excellence in liberal and professional education. Our 14:1 student-faculty ratio allows our students to work closely with expert faculty. Duquesne has also won accolades and recognition among the nation’s top 20 small research schools for our research initiatives and faculty productivity.
Situated on a 50-acre campus within the city, Duquesne provides a small-town feel in an urban setting. The Pittsburgh region offers a variety of cultural, education and professional opportunities, as well as a safe and affordable lifestyle.
We strive to attract, recruit and retain a dynamic, diverse workforce. Our employees benefit from an array of campus resources that provide convenience and cost savings, including a variety of dining options, a full-ser...vice Starbucks, a retail bank and credit union, a fitness center and year-round wellness programs and onsite parking. Employees also may take advantage of the many educational, cultural and sporting events sponsored by the university.