Administrative Assistant- Mechanical Engineering

Salary: $24.72 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 /> Location: Mechanical Engineering Department
Position Status: Full-time
Hours: Varied
Position Number: 002462/30-495
FLSA Status: Non-exempt

POSITION SUMMARY:

The position will serve the Mechanical Engineering Department (80%), and (20%) services to the Associate Dean. The person will welcome visitors to the office and provide direct support. They will provide administrative and academic support for course scheduling, departmental email correspondence, and response to requests from other administrative offices. The position is also responsible for managing the Mechanical Engineering operating budget, event planning, including room reservations, catering, travel arrangements, processing expense payments, Chrome River, payroll, course catalog changes, processing SPA’s, as well as any other assigned additional duties. The support for the Associate Dean may include support of accreditation documentation, travel, and scheduling.

DUTIES AND RESPONSIBILITIES:

Financial administration:

This includes managing the department budget, preparing detailed budget reports, and monitoring startup accounts for new faculty. This also entails submitting monthly expense reports in Chrome River and report of business expenses. This person is also responsible for providing budget assistance for the faculty and for submitting SPA’s for summer salary.

Scheduling & event planning:

Scheduling meetings for the department chair and planning department events (e.g. candidate interview agendas, social events with students).

Office reception duties:

Welcoming visitors to the office suite and answering questions from students who come to the office; ordering and restocking office supplies and snacks; picking up packages from the mailroom and unpacking as needed.

ABET data collection:

Collecting and organizing assessment data from the Associate Dean at the end of each term to prepare for ABET accreditation.

Course catalog and Scheduling administration:

Submits course catalog forms to add or revise new courses, organizes and submits course catalog proofs to the registrar each term, and assists faculty with scheduling their courses each term.

Assists Associate Dean:

Assists Associate Dean for Science and Engineering with administrative tasks like accreditation, scheduling and expense reports.

Completes other duties as assigned.

Minimum qualifications:

High School Diploma or equivalent.

Preferred qualifications:

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

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:

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 cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.

The position will serve the Mechanical Engineering Department (80%), and (20%) services to the Associate Dean. The person will welcome visitors to the office and provide direct support. They will provide administrative and academic support for course scheduling, departmental email correspondence, and response to requests from other administrative offices. The position is also responsible for managing the Mechanical Engineering operating budget, event planning, including room reservations, catering, travel arrangements, processing expense payments, Chrome River, payroll, course catalog changes, processing SPA’s, as well as any other assigned additional duties. The support for the Associate Dean may include support of accreditation documentation, travel, and scheduling. DUTIES AND RESPONSIBILITIES: Financial administration: This includes managing the department budget, preparing detailed budget reports, and monitoring startup accounts for new faculty. This also entails submitting monthly expense reports in Chrome River and report of business expenses. This person is also responsible for providing budget assistance for the faculty and for submitting SPA’s for summer salary. Scheduling & event planning: Scheduling meetings for the department chair and planning department events (e.g. candidate interview agendas, social events with students). Office reception duties: Welcoming visitors to the office suite and answering questions from students who come to the office; ordering and restocking office supplies and snacks; picking up packages from the mailroom and unpacking as needed. ABET data collection: Collecting and organizing assessment data from the Associate Dean at the end of each term to prepare for ABET accreditation. Course catalog and Scheduling administration: Submits course catalog forms to add or revise new courses, organizes and submits course catalog proofs to the registrar each term, and assists faculty with scheduling their courses each term. Assists Associate Dean: Assists Associate Dean for Science and Engineering with administrative tasks like accreditation, scheduling and expense reports. Completes other duties as assigned. Minimum qualifications: High School Diploma or equivalent. Preferred qualifications: Bachelor’s degree in business administration or a related field from an accredited educational institution. 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: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.

search terms: Mechanical Engineer+Administrative Assistant