Administrative Assistant; Part-time - Center Spiritan Studies

Administrative Assistant (Part-time) - Center for Spiritan Studies

Salary: $ 18- $20 per hour

Location:

Center for Spiritan Studies

Position Status:
Part
-time ( 25 hours per week)

Hours Office hours are generally Monday through Friday 8:30 a.m.

-4:30 p.m.

Position Number: 870568/70-170

FLSA Status:
Non-exempt

POSITION SUMMARY:

This is a moderately difficult and varied clerical work in a fast-paced, service-oriented, and high-volume office. Work is performed under the direction of the Director of the Center for Spiritan Studies (henceforth, CSS). Hours and days of work are generally Monday-Friday, 8:30 a.m.

- 4:30 p.m.

Work is done with considerable independence, but within established policies and guidelines and reviewed through reports, conferences, and observation of results.

DUTIES AND RESPONSIBILITIES:

(This list is not comprehensive, but indicates approximate duties and responsibilities which may be redefined pursuant to operational needs.)

Administrative

Provides administrative support for CSS, including the Spiritan Scholar Program, visitor assistance, coordination, scheduling.

Sorts, updates, and files correspondence (digital and/or hard copies), vouchers, forms, documents and other materials.

Maintains the inventory of office supplies, orders as necessary and submits help tickets and FAMIS orders when needed.

Assists with the Program Director's and Program Associate's schedules.

Maintains the CSS Duquesne Board's schedule, emails, agenda and other documents associated with meetings.

Coordinates logistics for events and meetings for CSS and contacts Public Affairs and other university constituents as needed - securing venues, arranging catering, 25 Live, arranging for AV and taping, arranging hotel and transportation.

Assists with set-up and preparations related to department training initiatives; tracks attendance and follows-up as appropriate.

Performs receptionist functions including greeting customers, answering phones, routing mail, responding to general inquiries.

Performs related duties as assigned by the Director.

Secretarial

Composes and edits internal and external communications under the direction of the Director.

Maintains the digitized Spiritan Collection, and continually updates it with new items identified by the Director of CSS. Maintains the CSS Website and the database of community opportunities.

Assists with editorial and electronic preparation of CSS publications, and manages their distribution including international mailing.

Gives other secretarial assistance to the Director and Associate as and when called upon.

Fiscal

Acts as Commerce Manager under the direction of the Director, prepares SPAs, and maintains time card.

Manages the budget for CSS, along with monthly procurement card reconciliation. Makes budgeted purchases, issues payments, processes fiscal matters overseen by Director, keeps receipts and submits monthly accounts to the Director.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

The office requires a minimum of an undergraduate degree in a related field from an accredited institution.

2-3 years of related office support experience.

Preferred qualifications:

An Associate's degree from an accredited institution and experience in a service-oriented and high-volume office setting is preferred.

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:

Demonstrated proficiency with current Microsoft Office Suite:
Word, Excel, PowerPoint, Access, and Publisher as well as Outlook e-mail.

Familiarity with (or, at least ability and willingness to learn) InDesign for typesetting material for printing.

Ability to maintain the digitized Spiritan Collection and the CSS Website and database, and continually update it with new items.

Ability to produce and work with video clips and web maintenance; familiarity with photography, though not required, is a plus.

Willingness and ability to update to new technologies relevant to the position.

Knowledge of Human Resources, Purchasing, and…