Administrative Assistant – Office of Experiential Education, School of Pharmacy

Salary:                    $19.95-$25.45 per hour based on a 35 hour work week
Benefits:                  The University offers generous benefits including paid time off (holidays, holy days and vacation), employer matching contributions to the retirement plan, and tuition benefits for employees and their eligible dependents. Learn more and explore benefits at www.duq.edu/benefits
Location:                  Office of Experiential Education, School of Pharmacy
Position Status:        Full-time                                             
Hours:                      8 a.m. – 4 p.m. with weekend/evening on occasion
Position Number:     002435/30-500                
FLSA Status:            Non-exempt

POSITION SUMMARY:

The Administrative Assistant in the Office of Experiential Education School of Pharmacy reports to the Director of Experiential Education. The role serves as a primary point of contact for the office and provides administrative coordination and operational support to help ensure the efficient day-to-day functioning of experiential education activities. 

This position supports student rotation compliance processes, preceptor onboarding and payments, budget-related activities, office communications, and other administrative needs of the Office of Experiential Education as needed.

DUTIES AND RESPONSIBILITIES:

The Administrative Assistant performs a broad range of administrative and operational duties that support the successful delivery of experiential education that includes:

Coordinate, track, and monitor compliance for student rotation-related requirements. 

Support preceptor onboarding and related follow-up activities.

Prepare and process preceptor and site payment documentation.

Manage communications, interactions, and follow-up related to student requirements, preceptors, sites, and office processes.

Assist with budget management and related financial tracking.

Provide administrative support to the Office of Experiential Education as needed.

The role also contributes to broader school operations by preparing requested reports, coordinating routine administrative submissions, and providing collaborative support to leadership and other staff members that includes:

Prepare reports in requested formats for the Office of the Dean, including financial reports, budgets, technology inventory, and annual report information.

Provide timely and accurate schedules, timesheets, Kronos submissions, and leave requests.

Support the designated back-up person and other administrative staff members.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree from an accredited educational institution, or equivalent experience in higher education or a related field.

Three to five years of related work experience.

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

Thorough working knowledge of Outlook calendaring, Microsoft Office applications including Word, Excel, and PowerPoint, Zoom, and a willingness to learn new software systems relevant to the position.

Ability to communicate effectively, both orally and in writing.

Ability to communicate professionally with diverse internal and external partners.

Ability to maintain confidentiality and exercise sound independent judgment.

Ability to maintain complex clerical records including the collection and organization of data for accreditation or program assessment.

Ability to work tactfully and courteously with others

Strong organizational skills, including attention to detail, problem-solving, time management, prioritization, accuracy, and adaptability.

Basic fiscal management skills, including budgeting, expense projection, account reconciliation, expense reimbursement, and routine financial reporting.
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.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a c