Administrative Assistant, Biomedical Affairs – College of Osteopathic Medicine | Duquesne University - Military Veterans

POSITION SUMMARY:

This highly skilled paraprofessional position requires the exercise of considerable initiative, independent judgment, high-level administrative work, and discretion to support and facilitate the roles of Associate Deans. The position reports to the Associate Deans as assigned.

  DUTIES AND RESPONSIBILITIES:

Provides overall administrative support to the Associate Dean(s) of the College of Osteopathic Medicine (COM):

Takes proactive initiative to support the daily executive functioning of the Associate Deans.

Manages the Associate Dean(s)’ appointment calendar and coordinates with others within the COM, University, and outside entities to meet scheduling needs.

Assists in travel arrangements and related events.

Manages the Associate Dean(s)’ procurement card according to established University policies.

Provides administrative support for the Associate Dean(s)’ meetings including scheduling, taking meeting minutes, creating agendas, compiling packets/slides/handouts, maintaining accurate contact lists and communications, and tracking completion of follow-up tasks/action items.

Manages multiple and competing priorities and schedules simultaneously.

Assists in projects related to the work of the Associate Dean(s):

Takes responsibility for assigned projects, completing related tasks, and identifying and implementing strategies to improve processes and procedures related to the projects.

Develops and maintains standard operating procedures (SOPs) for departmental processes and implementation of COM policies.

Creates and maintains accurate files related to the departments, committees, events, and assigned projects.

Effectively communicates with members of the team to ensure accurate record-keeping.

Facilitates timely completion of assigned tasks through regular reminders and follow-ups ahead of deadlines.

Assists in the development of written and printed materials for projects, accreditation, curriculum documents, events, etc.

Helps to maintain documents related to faculty and staff within the Associate Dean(s)’ department.

Assists in the maintenance of the Associate Dean(s)’ budget:

Collaborates on budget oversight and record-keeping.

Provides regular monitoring and budget status reports.

Serves as a primary point of contact for the Associate Dean(s) connecting with leaders and personnel from the University, outside entities, and the COM:

Professionally represent the COM and the Associate Dean(s).

Develop meaningful relationships while maintaining confidentiality and discretion in communications.

Ensure frequent and timely follow-up communications, proactively identify needs and resolve communication gaps.

Completes other duties as assigned. REQUIREMENTS:

Minimum qualifications:

Associate degree in a related field from an accredited institution and work-related experience as an administrative assistant

Excellent time management and organization skills

Strong technical skills including Microsoft Outlook, Word, Excel, and PowerPoint, Telecommunications software (Ex: Zoom), Web-based software, Adobe PDFs

Ability to work independently on complex and confidential issues

Experience preparing reports

Excellent communication skills

Knowledge and experience in accounting and financial management principles

Ability to lift up-to 25 pounds. The position requires the ability to travel and enter facilities that may not be ADA-compliant.

Preferred qualifications:

Bachelor’s degree from an accredited institution in business administration or related field

Work-related experience as an administrative assistant to a Dean, Associate Dean, or other executives in a healthcare-related or medical education field

Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff, and others).

Alternately, 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. This includes, but is not limited to, the following:

Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission.  Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others).

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.