Administrative Assistant II – Psychology

Duquesne University • Pittsburgh, PA

6d • $26 - $26

About The Position

The Administrative Assistant II reports to the Department Chair. They will be the first point of contact for anyone new to the department. In this position they will manage the day to day needs and activities of the department of psychology. They will provide support for faculty, adjunct, graduate students, undergraduate students as well as any visitor to the department. The purpose of this position is to keep the department running as smoothly as possible.

Requirements

• Associate’s degree from an accredited educational institution and 1-3 years work-related experience.
• Strong organizational skills, including: attention to detail, independent problem-solving, time-management, prioritization, accuracy, and adaptability.
• Strong communication skills (the position requires extensive engagement with faculty, students, and staff), including: clarity, collaboration, responsiveness, diplomacy, and discretion.
• Fiscal management, including: budgeting, expense projection, account reconciliation, expense reimbursement, and regular financial reporting.
• Event-planning skills (both individually and as part of a team).
• Significant experience with and comfort operating computer-based systems for data management, report preparation, content management, and communication, specifically Microsoft Office (including budgeting and data management in ACCESS, EXCEL, WORD, and OUTLOOK), Adobe Acrobat, or equivalent PDF editing software, Zoom or equivalent online-meeting systems, as well as Facebook and Instagram or equivalent social media platforms.
• Demonstrable ability to quickly learn and utilize new technologies relevant to the position, currently including: TEAMS, Banner, Canvas, Emburse Enterprise, and Slate.
• 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.

Nice To Haves

• Bachelor’s degree from an accredited educational institution.
• 3 or more years of work-related experience.
• 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.

Responsibilities

• Manages the department office, inclusive of answering and directing calls and inquiries to the faculty and graduate students, responding directly and knowledgeably to an array of questions pertinent to the program (graduate, undergraduate, ancillary), providing typing, copying, and other administrative support services, distributing and organizing mail delivery, maintaining, collating, and scheduling departmental meetings, events, conference, deadlines, maintaining the departmental website, collating and managing, the department events calendar, and overseeing essential departmental records, (e.g. all courses syllabi, student records, Graduate and Undergraduate manuals, etc.).
• Provides administrative support and guidance to the graduate program, for example by coordinating the admissions process (viewing information in Slate and checking that applications are complete and meet the requirements. Assists the chair of the admissions committee with organization scheduling and coordinating applicant materials, visits, liaising with the University Admissions Officer, and the Human Resources office to get the new students onboarded.
• Reviews graduate student registration and oversees student records pertinent to progress in the program; reconciling student records regarding credits awarded and credits received; records grades in student files and oversees said files for attention and referral to faculty advisors if flagged, problematic, or otherwise serving of attention. With the Department Chair administers comprehensive exams, a complex 9 month process which involves coordination between faculty and students and ensuring timely submission of comps proposal, approvals, assignments, questions, a strict regulated exam procedure, evaluation procedure, and feedback to students.
• Manage APA (American Psychological Association) administrative and record keeping demands for accreditation, for example maintains a complex, dynamic, and ongoing statistical database for graduate students, faculty, and alumni; completing the annual on-line report for APA each year. This necessitates creating, sending, and tracking surveys to all students, faculty and alumni; assisting the Director of Clinical Training and the Department Chair with the comprehensive and gargantuan APA self-study at the time of the site visit; compiling survey data and organizing its arrangement in various formats and across as many software platforms; maintaining, updating, and monitoring student files and academic records on an ongoing basis given close the close inspection by APA site visitors.
• Provide administrative support for the undergraduate program, and assisting the Undergraduate director, for example, maintaining and updating contact information on list serve for all undergraduate majors, communicating with the undergraduates, developing and updating an undergraduate newsletter each semester with the director, updating the undergraduate student manual, liaising with college advisors and broader university staff (e.g. the Registrar’s office, student life, office of disabilities) as pertains to specific student queries, problems, questions, coordinating internship applications as they come in and requesting transcripts as needed. Assists the undergraduate director and the director’s assistant by collecting transcripts and determining eligibility for PSI CHI, also collecting dues and help with arranging rooms and food for undergrad events.
• Oversee, manage, and administer departmental budgets, including maintenance of procurement card records for the Chair, endowment funds; reconcile procurement card statements, prepare monthly budget reports, advise the chair as to budget status and adherence to spending plan, process paperwork for all travel reimbursements for faculty and graduate students, assist faculty with award and grant accounts, this includes liaising with the Dean’s office and HR to complete all forms necessary, complete and follow up on work orders, order of supplies and equipment for the department, order food for department events and coordinate hospitality for visitors by making arrangements for lodging and other needs, securing venues, and technology needs.
• Initiate and assist the department chair with class scheduling, teaching assignments, staffing, attend meetings, keep minutes from meetings, schedule department events, supervise and mentor student aide, and graduate assistants (27), including administrative oversight involving timesheet for each payroll period.
• Supervises student employees only.
• Completes other duties as assigned.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree