Salary: $28.00 to $30.48 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: Physical Therapy, John G. Rangos Sr.
School of Health Sciences
Position Status: Full-time
Hours: Typically. 8:30 am to 4:30 pm.
Monday through Friday but may vary based on operational need
Position Number: 001622/30-499
FLSA Status: Non-exempt
POSITION
SUMMARY:
This position supports and assists the department chair in
the overall management of the office, including staff/student supervision, management of budgets, oversight of the scheduleof classes, maintains effectivecommunication/relationships with university personnel, faculty, staff,current & prospective
students and parents, involvement with special projects including but not
limited to accreditation documentation and reporting. Additional responsibilities involve relieving
the department chairperson of administrative details and in his absence exercising authority (communicating
issues) to make decisions regarding routine operations,
scheduling and expenditures. Considerable initiative and independent judgmentis essential in the
performance of all duties.
Work Hours:
The
typical work hours are from 8:30 am to 4:30 pm Monday
through Friday. These times are expanded as necessary to meet departmental
needs. (Examples: Proctoring exams, Preparation for Testing Days 7am, Early
Morning/Late Afternoon Departmental Meetings, Weekend Open House,
Evening/Weekend Seminar/Conference/Reception, School Graduations, Advisory
Committee Meetings, Student Coordinated Events, Continuing Education
Programs-Evenings).
Nature of Work:
The work at Duquesne University is guided by the
university's mission, school philosophy, and supervisory guidelines, all aimed
at ensuring student success both academically and in life. The role involves
adhering to administrative policies and procedures, with support from the
Dean's office and constant communication with the department chairperson. The
assistant is responsible for executing tasks with minimal direction, especially
for recurring projects, and ensuring the final product meets the school's
standards.
Work is primarily self-reviewed, requiring task
prioritization and delegation to meet deadlines.
Regular meetings with the
department chair help set new priorities and review ongoing projects for accuracy
and policy adherence. The position involves extensive internal and external
contacts, including various university departments and external organizations.
Decision-making requires independent judgment, especially in the chair's
absence, impacting daily operations, educational quality, and faculty
productivity. Effective problem-solving, particularly in interpersonal
conflicts, is crucial, following protocols set by the department chair.
DUTIES AND RESPONSIBILITIES:
Supervision of other support staff:
Assign, manage and review work of students/student
workers/Work Study students
Manage Clinical Teaching Professionals and Guest Speakers
hiring process and payment process. Work
with Human Resources to coordinate with CTPs and Guest Speakers to complete the
necessary paperwork, which includes several layers for payments to Guest
Speakers.
Attendance at Business Managers Council Meetings.
Review, manage and approve Chrome River expenses of the
Chair and communicate any issues concerning Chrome River and edit as
necessary.
Collect, manage and submit timesheets for student
workers/work study/grant work study students bi-weekly. Create and submit Scheduled Payroll
Authorizations.
Coordinate paperwork for Adjuncts, including new hires
with Human Resources and Dean’s Office.
Faculty Searches: Detail-oriented tasks involving identification and communication with
candidates, coordination of interview schedules, coordination with faculty and
room reservations, meals, reimbursement of expenses, etc.
Regular collection of and reporting to Chair re: forms
for use by the Dean’s office: Outside
Employment Forms, Travel Request Forms, etc.
Budget Management for the Department:
Assists the department chairperson in the overall
management of the departmental budget and the Ph.D. Budget. Meets frequently
with department chair regarding budget and completes regular budget status
reports. Tracks all expenses, including
encumbered expenses, travel expenses, clinical education expenses; analyzes
regular, yearly expenses.
Authorize budget transfers and journal entries on routine
transactions/purchases & expenses and work with the business manager on
various budget related issues.
Attends business manager meetings representing the
department.
Verifies availability of part-time labor funds to hire
various individuals including: adjunct faculty, clinical teaching
professionals, and other part time employees.
Work with the Department Chair to identify students who
are eligible for Financial Aid funds. Communicate with Dean’s Office and
Financial Aid Office. Track Financial
Aid available funds.
Review and communicate with faculty members with Grants
in the Department: Assist with budget
management of grants, including grant dates. Submit Authorized Payments, SPA’s as needed, including timesheet
submissions. Track Grant
funds/deadlines.
Management of New Faculty:
Process requests for new applicants, gathering
information (application, background check information form, CVs) and ensuring
that all paperwork is completed and forwarded on to Human Recourses and the
Dean's office in a timely manner. There
are 12 full time faculty and a host of adjunct faculty & clinical teaching
professionals within the department and he/she is responsible for ensuring all
paperwork pertaining to the hiring process is completed and executed each
semester.
Assist in scheduling
faculty candidate interviews and participate in the interview process.
Assist with adjunct faculty and clinical teaching faculty
orientation.
Management of Class Schedule :
Schedule classes for the professional phase of the
physical therapy curriculum. This requires calculation of required credit
hours, reviewing current and upcoming schedules and making any necessary
changes in times, rooms and faculty schedules; scheduling rooms and developing
block and class meeting schedules. The department of physical therapy
curriculum is such that the schedule does not conform to the typical semester
schedule set by the university. Preparing all Master Catalog Forms and Schedule
of Class Correction Forms required by Success Coach and Registrar’s
Office.
Preparation of Final Exam Schedule and coordination with
Registrar’s Office for University-controlled classrooms.
Proofs: Work with
Registrar, Success Coach and Department Chair to ensure that the Proofs are
reviewed, edited and coordinated in a timely manner, and that all required
changes are submitted with the proper forms (Master Catalog Form/ Schedule of
Class Correction Form)
Adjust the schedule so that classes meet the required
number of credit hours.
Assign the classroom and laboratory space that is
controlled by the department of physical therapy and, when necessary, schedule
space controlled by other departments in the School of Health Sciences.
Troubleshoot Classroom Issues (Canvas, Special Room
Requests, Parking, Special Accommodations)
Special Project Assignments:
Work on assignments from Department Chair
independently.
Design and update the web page using creative ideas to
enhance the department page including design, photographs, highlights.
Update the Bulletin Board and TV Monitor located on the
first floor of Rangos involves creative ideas and taking photographs.
Assisting with Student Activities:
Respond to emails and phone callsfrom students and their families regarding class schedules,
breaks, Clinical Education dates, etc.
Interview and hire of Student
Workers/Work Study.
Coordinate and participate in student relatedactivities such as the
pre-professional andprofessional student bodymeeting, orientation activities, receptions, recognition
ceremonies, graduation, etc. Photos of students entering pre-professional
phase.
Coordination of CPR classes for PT
Professional Phase students.
Serve as main communication with the
students to keep them informed of such activities/requirements along with any notices, room changes, finalexam schedules and any otherevents pertaining to the
department and school.
Schedule rooms for the teaching laboratory.
Secretarial Support/Shared
Duties:
Perform routine secretarial duties including:
checking paper supply for printers and Xerox machine; complete purchases for
the Department through vendors and/or Unimarket; mailings to and from the Dean’s
Office; processing Education Verification forms, Facilities Management
requests; laundry management and support; break room maintenance; shredding of
documents, telephone messages, classroom availability, emails to
students/faculty, helping with faculty and student requests.
Process Education Verification forms from graduated
students.
Work with Housekeeping/Facilities Management to
troubleshoot department related issues.
Maintain Rangos 141 and Fisher 440 classrooms, including
classroom lab/closet supplies.
Completes other
duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Work requires
a minimum of Bachelor’s degree in business administration or a related field
from an accredited educational institution and 2-4 years of progressively
responsible and related support 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:
Prior supervisory experience and the ability to lead,
manage and motivate support staff;
Knowledge of accounting and budgetary theory, principles
and practices;
Knowledge of state and federal laws and regulations
pertaining to departmental budgets and accounting practices;
Skill in applying accounting and financial management
principles;
Ability to work both independently and as part of a team;
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 the details;
ability to work a flexible schedule as needed in order to
attend Department, School and University events;
Thorough knowledge of and proficiency in using the current
Microsoft Office Suite: Word, Excel, PowerPoint and Access;
Willingness to learn new technologies relevant to the
position;
Knowledge of Human
Resources, Purchasing, and Payroll systems, preferably Banner;
Ability and willingness to assist with other tasks in the Office as
needed; enthusiastically seeks out work and new assignments;
Shows interest and initiative in taking on new and challenging
assignments;
Good problem-solving skills with a can-do approach;
Ability to work independently on complex and confidential issues related
to the day-to-day operations of the Department;
Effective organizational and administrative skills required;
Ability to initiate and follow through with work responsibilities and to
meet deadlines;
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.