Administrative Assistant II - Department of Athletic Training

Duquesne University•Pittsburgh, PA

2d•Onsite

About The Position

This is a complex and responsible paraprofessional position which involves the performance of high-level secretarial work and requires considerable exercise of initiative and independent judgment. This position requires extensive contact with staff, faculty, students and the public. Work is done with considerable independence within established policies and guidelines and reviewed by superiors through reports, conferences, and observation of results. The position reports to the Department Chair. Work schedule may vary.

Requirements

Work requires a minimum of Bachelor’s degree in business administration or a related field from an accredited educational institution and 2-4 years of progressively responsible and related support experience.

Nice To Haves

Prior supervisory experience and the ability to lead, manage, and motivate support staff
Knowledge of accounting and budgetary theory, principles, and practices
Knowledge of state and federal laws and regulations pertaining to departmental 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 the details
Ability to work a flexible schedule as needed in order to attend Department, School and University events
Thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint and Access
Willingness to learn new technologies relevant to the position
Knowledge of Human Resources, Purchasing, and Payroll systems, preferably Banner
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 Department
Effective organizational and administrative skills required
Ability to initiate and follow through with work responsibilities and to meet deadlines
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.

Responsibilities

Supervise departmental student workers and part-time clerical staff; includes graduate assistants, part-time student workers, and part-time clerical employee. Includes recruiting, selecting, orienting, and training employees as well as coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
Oversee the accuracy and timely submission of time sheets by support staff, student workers.
Overall management of the department and office systems- ensures that things run smoothly and all needs are being met.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Responsibilities with budget planning and record keeping; budget status reports & tracking, expenditures and income, as well as regular monitoring.
Holds departmental procurement card and maintain records for all departmental procurement cards.
Coordinate adjunct faculty and clinical teaching professionals in order to ensure adequate coverage for lectures, labs, competencies, and evaluations of students.
Assists department chair with securing adjunct faculty and clinical teaching professionals for coverage of department coursework.
Prepare scheduled and non-scheduled payroll authorization for adjunct faculty, clinical teaching professionals, lab assistants, and lecturers.
Ensure that all required HR paperwork is complete and contracts are issued.
Maintain Departmental records for the ongoing accreditation thru CAATE.
Assists in preparing accreditation materials as needed.
Communicate with the Office of the Dean regarding student and faculty issues.
Communicate Departmental needs to the Registrar’s Office.
Serve as the Department liaison to University Administration, Payroll, Public Relations 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, and students and alumni affiliated with our department programs.
Communicate with the BOC on behalf of enrolled students and graduates.
Attend School and University events on behalf of the Department.
Coordinate special events including NATA Month, Freshmen Fundamentals, program mentoring meetings, orientation for new students.
Assist department faculty with alumni events and continuing education events.
Maintain student records to indicate academic progress and program completion.
Prepare credentialing paperwork for graduates for completion by the Department Chair.
Secure classroom and laboratory space for course and lab offerings each semester.
Assist the clinical education coordinator with scheduling and coordinating the clinical education experiences and required clinical education evaluations.
Assist the department chair with maintaining Department website, social media, and advertising media.
Make travel arrangements for faculty traveling on behalf of the University.
Order office supplies and laboratory supplies as requested for faculty and staff.
Oversee the inventory of laboratory supplies and Departmental equipment.
Plan and develop a written record of Department meetings.
Update the course offerings for each semester.
Manage laboratory by our Department and other Departments’ faculty.
Greet students and visitors into the Department.
Maintain and update the Department calendar.
Develop new computer skills as dictated by standard practice.
Communicate book orders with the bookstore.
Completes other duties as assigned.