Administrative Assistant (Part-time) – Yoder Institute for Ethics and Integrity in Journalism and Me

Duquesne University•Pittsburgh, PA

18d•$20 - $25•Onsite

About The Position

Under the general direction of Institute leadership, the administrative assistant will undertake a wide range of business and administrative tasks that may require considerable independence, judgment and discretion. Individual must be detail-oriented, focused, self-starting and hard-working. The position will involve scheduling and programming, marketing and promotion, website updates, budget oversight for staff travel and guest honoraria, and specialized event planning.

Requirements

Associate’s degree from an accredited educational institution and minimum of 1-3 years of related experience is required.
Working knowledge of Word and Excel and experience with basic budgeting and accounting is required.
Strong grammar and communication skills are required.
Ability to balance multiple tasks is required.
Ability to work independently, exercise discretion and handle confidential matters is required.
Professional attitude required.
Requires sensitivity to the need of everyone to be treated with dignity and respect as it relates to diversity in general and the mission of the University specifically.
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.

Nice To Haves

Bachelor’s degree from an accredited educational institution.
BA or BS in business administration, marketing, media technology and/or English.
More than 3 years of related work experience with prior experience in higher education is preferred.
Any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions.
Specific professional or academic experience with media design and the disciplines therein.

Responsibilities

Provides comprehensive administrative, event planning and marketing support for Yoder Institute programs by coordinating speaker logistics, contracts, venues, catering and technology needs, while also managing promotional efforts, website updates, stakeholder communications, and branded outreach initiatives to enhance program visibility and engagement.
Coordinates, schedules and prepares agendas for meetings between Institute staff and various partners, including Keystone News Summit partners, funding institutions, university staff, Keystone Local News Coalition members and any other individuals or groups with whom the Institute has relations.
Prepares summaries of all meetings and any outstanding follow-up.
Assists fellows with production of an occasional newsletter and podcast.
Helps with outreach to visiting media scholar(s), speakers for Institute-sponsored programs, and speakers for annual AI conference.
Coordinates stakeholder engagement and committee operations for the Keystone News Summit by managing participant records, facilitating meetings, tracking project milestones, and ensuring accountability for action items and deliverables.
Supports the development and execution of summit programming by assisting with speaker recruitment, agenda planning, content development, event materials and post-event evaluation to enhance audience engagement and future programming.
Manages speaker engagement and logistics for the summit, including communications, scheduling, information collection, presentation coordination, facilitator support, and post-event reimbursement processing to ensure a seamless speaker experience.
Manages summit budget planning and financial oversight by developing budget projections, tracking revenue and expenses, coordinating contracts and payments, monitoring sponsor contributions and reimbursements, and providing ongoing financial updates and cost-management recommendations.
Provides oversight on all the Institute’s budgets, including operating budget, Wolfe Intern/Scholar Fund and Keystone News Summit funding.
Maintains expense trackers that record all authorized P-card purchases and account billing and reconciles against Banner reports.
Maintains an up-to-date Wolfe Fund fiscal tracker to monitor annual funding levels and record all approved award activity.
Orders approved office supplies, materials and services for the Institute and Wolfe Fund fellow.
Collaborates with director of business administration on any budget issues requiring escalation, troubleshooting or higher approvals.
Verifies applicant submissions with the office of financial aid to determine student award eligibility.
Informs program fellow of results.
Submits approved awards via a request for authorized payment form to the dean of liberal arts for signature.
Submits signed RAP forms to accounts payable for check processing.
Consults with internship program fellow on the status of student awards currently in process.
Troubleshoots any issues that arise regarding financial aid eligibility or income tax requirements and works with appropriate team members to address the issues.
Maintains an up-to-date roster of active advisory council members, including their meeting attendance data, contact information and term expiration dates.
Assists with communication to council members, including offers to renew their terms, invitations to Institute events and council meeting reminders.
Schedules and coordinates two advisory council meetings per year: one virtual and one onsite.
Sends meeting invitations, prepares agendas and takes minutes.
Keeps advisory council members apprised of Institute activities in between meetings.
Shares event photos and videos and invites their feedback.
Completes other duties as assigned.