Executive Assistant to the Vice President for Technology & Administrative Assistant – CTS

Duquesne University•Pittsburgh, PA

4d•Onsite

About The Position

The Executive/Administrative Assistant provides high-level administrative support to the Vice President for Technology & Chief Information Officer and other IT Directors within Duquesne University’s Computing and Technology Services department. This role is pivotal in ensuring the smooth operation of the department by managing schedules, coordinating meetings, handling communications, and performing various administrative tasks.

Requirements

High School Diploma or equivalent.
1-3 years of work- related experience.
Competence in using the Microsoft Office 365 ecosystem, particularly calendaring and email in Outlook (including as a delegate of others’ calendars), collaboration in Teams, document creation and editing in Word, spreadsheet creation and editing in Excel, and presentation creation and editing in PowerPoint.
Proficiency in using Videoconferencing platforms such as Zoom and/or Microsoft Teams
Experience in using cloud storage solutions such as Box and Microsoft OneDrive
Experience using office phone systems and features.
Exceptional organizational skills, with the ability to manage multiple tasks and priorities.
Strong verbal and written communication skills, with the ability to interact professionally with senior leadership and staff.
Ability to maintain a high level of discretion, confidentiality, and professionalism.
Strong problem-solving skills and the ability to work both independently and in a team environment.
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

Associate’s degree from an accredited educational institution.
3-5 years of work-related experience.
Proven experience (3+ years) as an Executive Assistant or Administrative Assistant, preferably in an academic or IT setting.
Familiarity with IT terminology and university administrative processes is a plus.
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

Manage complex, shifting calendars for multiple executives within the department, prioritizing meetings, events, and tasks while ensuring that schedules are optimized for efficiency.
Proactively address scheduling conflicts and make necessary adjustments to ensure smooth operations.
Coordinate both domestic and international travel arrangements for senior leaders, including booking flights, accommodations, transportation, and preparing detailed itineraries.
Organize and manage department events, conferences, and functions, ensuring all logistics are well-planned and executed.
Handle and direct incoming communications (calls, emails, memos) for senior leaders, ensuring timely and professional responses.
Prepare, draft, and proofread official communications, including emails, letters, presentations, and reports.
Communicate on behalf of leadership when necessary and ensure key messages are accurately conveyed.
Organize internal and external meetings by preparing agendas, gathering necessary materials, distributing information to participants, and ensuring that all logistics are handled.
Take accurate and comprehensive meeting minutes and follow up on action items to ensure deadlines are met.
Maintain an organized office environment, ensuring that equipment, materials, and supplies are well-stocked and in working order.
Handle day-to-day administrative duties such as filing, copying, scanning, and faxing documents, managing office supplies, and maintaining office organization.
Maintains, and provides oversight of, the CTS Rockwell Hall Concourse and 10th-floor facilities, including maintaining office equipment, restocking supplies, light cleaning of kitchen and conference room, performing routine “tech checks” and supply checks/restocking in the conference room and hoteling spaces, and of the scheduling signage, and performing other similar functions.
Create, update, and manage training and process guides for office operations and support.
Performs office functions, including scheduling rooms, processing maintenance requests, and maintaining office equipment.
Monitor and process work orders generated through the existing service management and ERP systems.
Enter and submit vacation and sick time in the ERP for CTS.
Serve as the point of contact for visitors, phone calls, and inquiries, providing exceptional customer service and assisting with general office duties as needed.
Ensure all inquiries are handled efficiently and appropriately.
Answer all incoming calls to the CTS Main numbers and the CIO’s phone.
Screen calls for the CIO, responds to callers’ concerns and questions, answers inquiries or directs/forwards calls to proper parties when appropriate, and refers callers or their issues to the CIO when appropriate.
Responds to and triage inquiries.
Assesses the need to aid or triage the requests.
Responds to and/or refer concerns to appropriate parties.
Administrative support for searches: schedule committee meetings, record meeting notes, liaise with HR representatives, schedule initial candidate interviews, schedule on-campus interviews, make travel arrangements for candidates, create evaluation artifacts, and distribute along with candidate materials.
Organizes travel arrangements, accommodations, and reimbursements for visitors, hiring candidates and department guests.
Coordinates with Shared Services on the hiring process and paperwork for new hires.
Collaborate with other university departments to ensure that internal processes are followed, and communicate effectively with faculty, staff, and students as needed.
Represent the department in cross-functional meetings and provide administrative assistance across the university as required.
Assures adequate coverage of receptionist stations and front office.
Assists in training, scheduling, and supervision of student aides on office procedures and responsibilities.
Take ownership of organizing department events, conferences, and workshops, including scheduling venues, arranging catering, creating event materials, and managing guest lists.
Ensure smooth event execution and post-event follow-up.
Prepare and submit expense statements, including procurement card (P-Card) and personal report of business expense (ROBE) monthly reports for the VP of IT & CIO and AVP & Deputy CIO/CISO.
This includes gathering receipts, scanning receipts, calculating mileage, and other expenses that need to be submitted for the monthly expenses.
Serve as a liaison between the CIO, senior IT leadership, and other university departments, ensuring clear and timely communication.
Works collaboratively with other University administration including (but limited to), the President’s Office, the Provost’s Office, other Cabinet members and their support teams, the Dean’s, and their support teams.
Completes other duties as assigned.