Administrative Assistant – Center for Integrative Health

Duquesne University•Pittsburgh, PA

4d•Onsite

About The Position

The Administrative Assistant – Center for Integrative Health provides administrative and program support to ensure the efficient day-to-day operations of the Duquesne University Center for Integrative Health (DUCIH). Serving as the primary point of contact, this role delivers high-level customer service to interdisciplinary faculty, staff, students, and community partners, while supporting Center-wide communication, coordination, and general office functions. Under the direction of the DUCIH Director, Assistant Director, Director of Business and Administration, and in collaboration with Faculty Leadership, this position assists with a variety of administrative and operational activities, including scheduling, correspondence, event coordination, and maintenance of office systems and records. The Administrative Assistant – Center for Integrative Health also supports the Center’s community outreach, communications, and program-related activities, while working collaboratively with internal departments and external partners. This role requires strong organizational, communication, and problem-solving skills, as well as the ability to manage multiple priorities in a dynamic environment. The position operates with a degree of independence within established policies and procedures and contributes to a professional, responsive, and service-oriented office environment. Work hours may include occasional evenings and weekends to support community-based programming and events. This is a grant funded position. This position reports to the Assistant Director, Duquesne University Center for Integrative Health.

Requirements

Bachelor’s degree in English, Communications, Business, or a related field from an accredited educational institution required.
Minimum of 2-3 years of related administrative or professional experience in an office or customer service environment.
Demonstrated proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Teams, and Outlook.
Ability and willingness to learn and utilize internal University systems (e.g., Chrome River/Emburse, Banner, Canvas, Unimarket, Teamdynamix) and other technologies as needed.
Strong organizational, administrative, and problem-solving skills, with attention to detail and the ability to manage multiple priorities.
Excellent interpersonal and communication skills, with the ability to interact effectively and professionally with students, faculty, staff, and community partners.
Ability to handle sensitive and confidential information with discretion, and to exercise sound judgment in accordance with established policies and procedures.

Nice To Haves

Experience supporting program coordination, community outreach activities, or communications in a higher education or community-based setting.
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

Serves as the primary point of contact for DUCIH, providing professional and responsive customer service to interdisciplinary faculty, staff, students, and community partners.
Manages incoming communications, including phone calls and emails, and direct inquiries to appropriate personnel or departments.
Represents the Center in a courteous and professional manner, fostering a welcoming and service-oriented environment.
Provides administrative support for daily DUCIH operations, including scheduling, correspondence, recordkeeping, and general office coordination.
Maintains organized and accurate files, records, and documentation, including those containing sensitive or confidential information.
Assists with processing, tracking, and record-keeping of purchase requests, invoices, and other administrative transactions in accordance with University policies and procedures.
Manage office inventory, including ordering and maintaining supplies and materials, as well as communicating arrival and/or potential delays, to appropriate office staff.
Pick up, sort, and distribute incoming and outgoing mail and deliveries.
Complete and submit monthly procurement card reports in a timely manner.
Request facilities and maintenance requests on behalf of office, as needed.
Draft, format, and distribute routine communications, including emails, correspondence, and internal updates as necessary.
Take meeting notes as requested and assist with follow-up communications and action items.
Coordinate schedules and logistics for meetings, events, and program activities involving interdisciplinary faculty, staff, students, and community partners.
Assist with the coordination and implementation of Center outreach activities, events, and interdisciplinary student schedules.
Support updates and maintenance of DUCIH communications platforms, including marketing materials and the University-facing website.
Collaborate with DUCIH faculty and staff to support program-related activities and initiatives.
Work collaboratively with administrative staff, faculty, and departments across the University, as well as community partners.
Exercise sound judgment and operate independently within established policies, procedures, and guidelines.
Participate in staff meetings and other Center or University activities, and complete additional duties as assigned in support of DUCIH operations.
Completes other duties as assigned.