Job Description

POSITION SUMMARY:

This role involves high-level administrative work, requiring initiative, independent judgment, and discretion to support the clinical team, department faculty, and administrative assistant II. The position reports to the administrative assistant II, clinical team, and department chair.

DUTIES AND RESPONSIBILITIES:

Provide administrative and academic support to the department faculty, clinical team, and staff.

Create agendas and schedules for students for clinical encounters and clinical rotations.

Communicate with clinical sites regularly to ensure requirements are up to date.

Manage clearances and medical forms, notify students of expiring clearances, and assist with renewals and drug screens.

Notify personnel inside and outside the university of presentations, meetings, and events.

Collect and calculate grades.

Maintain clinical year performance summary forms for 5th-year PA students.

Create and maintain a clinical year canvas site for graduate students.

Update and maintain the clinical year manual and calendar.

Enter preceptor and clinical site information, payment schedules, surveys, student schedules, site requirements, personnel changes and reports in Exxat.

Update and enter clinical sites into our portal.

Organize surveys and evaluations.

Facilitates design and layout of the department newsletter.

Maintain the clinical encounter Canvas site.

Screen calls, visitors, and mail, handle copy requests and interpret policies, rules, and regulations in response to inquiries.

Assist PA faculty with correspondence, proofreading, copying, reserving rooms, and equipment needs.

Support student workers and graduate assistants to ensure efficient and practical work.

Assist administrative assistant II, department chair, and clinical team with planning and preparing departmental events, such as T-Days, Orientation, White Coat Ceremony, and Graduation.

Maintain accurate contact lists.

Track completion of follow-up tasks/action items.

Perform related work as required.

Completes other departmental duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Associate degree in business or a related field.

2-4 years of experience in an administrative support role.

Preferred qualifications:

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:

Excellent interpersonal skills with a customer service orientation.

Ability to communicate effectively, both orally and in writing.

Excellent organizational skills with the ability to be attentive to details.

Ability to work a flexible schedule as needed to attend department, school and university events.

Thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint and the departmental database.

Willingness to learn new technologies relevant to the position.

Ability and willingness to assist with other tasks in the Office as needed.

Enthusiasm to seek out work and new assignments; shows interest and initiative in taking on new and challenging tasks.

Good problem-solving skills with a can-do approach.

Ability to work independently on complex and confidential issues related to the department's day-to-day operations.

Practical organizational and administrative skills are required.

Ability to initiate and follow through with work responsibilities and to meet deadlines.

Sensitivity to the need of each individual to be treated with dignity and respect as it relates to diversity in general and the Mission of the University specifically.

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 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 University's mission and 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.

About Duquesne University

Duquesne University, a private, Catholic institution, prides itself on being mission-centered and mission-driven. Our employees contribute to our culture of academic excellence and our mission of serving God by serving students. In turn, they enjoy a supportive working environment that values individual talents, encourages teamwork and rewards accomplishments. A nationally ranked top-tier university, Duquesne has established a legacy of excellence in liberal and professional education. Our 14:1 student-faculty ratio allows our students to work closely with expert faculty. Duquesne has also won accolades and recognition among the nation’s top 20 small research schools for our research initiatives and faculty productivity. Situated on a 50-acre campus within the city, Duquesne provides a small-town feel in an urban setting. The Pittsburgh region offers a variety of cultural, education and professional opportunities, as well as a safe and affordable lifestyle. We strive to attract, recruit and retain a dynamic, diverse workforce. Our employees benefit from an array of campus resources that provide convenience and cost savings, including a variety of dining options, a full-ser ... vice Starbucks, a retail bank and credit union, a fitness center and year-round wellness programs and onsite parking. Employees also may take advantage of the many educational, cultural and sporting events sponsored by the university.

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