The incumbent will provide confidential administrative support to the Senior Advisor to the President, who also serves as Secretary of the Board of Directors. The incumbent will provide support to the Secretary and the Board by preparing for Board meetings and retreats, attending and taking accurate minutes at Board meetings, and routinely corresponding with Board members to answer questions and provide information. The incumbent will also provide support for various initiatives of the Senior Advisor to the President.
The incumbent will additionally provide administrative support to the Director of Risk Management. The incumbent will perform varied secretarial work to ensure efficient and effective operation of the office, including answering phones, managing messages, and maintaining schedules. Incumbent will also provide assistance with preparing and maintaining documents in support of University’s insurance program and with other compliance programs. The incumbent will assist with processing University contracts. The incumbent will act as a notary as needed and perform other duties as assigned. DUTIES AND RESPONSIBILITIES:
Provides confidential administrative support to the Senior Advisor to the President and Secretary of the Board of Directors including budget management.
Provides general clerical support, including corresponding with Board members, managing and reconciling department budget and managing all mail, including preparation of packages to be sent via UPS.
Provides support for Board meetings, retreats, and events, including the following: Attends all Board meetings and takes and prepares minutes. Assists in preparation of agendas and other materials for all meetings. Prepares for Orientation for new Board members and assists with transition of departing Board members. Assist in planning bi-annual retreat. Drafts invitations, reminders, letters and emails for all Board related meetings/events Works with Event Services to schedule Board meetings/events.
Assists in planning Board dinners and social events.
Organizes Board and Committee meetings room reservations, technology needs, catering, and set-up.
Maintains Board records, including up to date Director biographical information, contact lists and all committee lists and meeting schedules. Corresponds with VPs to gather board reports for board materials. Creates final Board Materials for the on-line website Diligent Board portal.
Maintains all Board Resolutions.
Provides support to the Senior Advisor to the President for Strategic Initiatives. Such support will include support for special projects including the Duquesne University Leadership Academy.
Provides administrative support to the University’s Office of Risk Management.
Performs varied secretarial work to ensure efficient and effective operation of the office, including answering phones, managing messages, and maintaining schedules.
Proofreads documents, performs word processing of documentation including policies, letters, and other documents.
Assists with preparing, processing, and maintaining documents in support of University’s insurance program.
Assists with preparing, recording, and maintaining forms and documentation in support of Risk Management’s compliance programs.
Assists with processing University contracts.
Performs Notary Duties as needed.
Performs related work as required.
REQUIREMENTS: Preferred Qualifications:
Bachelor’s degree from an accredited institution in English or related field.
Professional experience supporting senior leadership.
Professional experience preparing meeting minutes. Minimum Qualifications:
3 – 5 years of experience in an administrative support role.
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:
Experience with Microsoft Office applications.
Strong organizational skills.
Demonstrated ability to maintain discretion and confidentiality when dealing with sensitive information.
Ability to work successfully on multiple projects with varying timelines.
Ability to plan and execute events with strong attention to detail, flexibility, and the ability to anticipate needs.
Willingness to obtain notary license.
Ability to perform work in an office environment
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.
Ability to establish and maintain effective working relationships with the University Community. Applicants must also be willing to contribute actively to the University Mission 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.
Interested candidates should submit a cover letter, resume, and contact information for three professional references.
Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).
We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting http://www.duq.edu/about/mission-and-identity/mission-statement. Those invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.
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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The mission of the University Risk Management and Insurance Association is to advance the discipline of risk management
in higher education.