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Assistant to the Senior Vice President– Student Life
Duquesne University
POSITION SUMMARY: This position provides direct support for the Senior Vice President for Student Life. This administrative work requires considerable initiative and independent judgment, along with demonstrating courtesy and professionalism in representing the office and division across a wide array of stakeholders (e.g. students, families, faculty, staff, alumni, and others). This person will engage in issues that are complex and sensitive in nature, and requires management of confidential information associated with student, financial and personnel related matters. This position serves as a budget manager for the senior vice president office and works with other fiscal matters of the division.
DUTIES AND RESPONSIBILITIES: Manages the Sr. VPSL office. This includes facilitating office communications, overseeing the calendar of the Sr. VPSL Office, and providing front-line reception and customer service. Schedules meetings, retreats, professional development events and gatherings of the Division; including events set-up, coordination of catering, decorations, audio visual, supplies, etc.; and generally manages meetings as requested. Serves as reception for the office, and main point of contact with internal and external callers. Facilitates correspondence via email, phone, and print communications. Provides fiscal support for the SVPSL budget, maintaining the records for the office including projected expenditures, regular racking all expenses for the office, facilitating budget transfers, etc. Collects and analyzes financial and other statistical data for the preparation of financial and non-financial reports; establishes reporting deadlines for those providing data for these reports. Manages the Endowed Scholarship Funds by working with the Office of Financial Aid, Controller, and Student Accounts for awards given to students in need. This includes processing requests for authorized payments, and maintaining the list on Teams, notifying the student, update the student awards given on Teams, etc. Provides general administrative support for the SVPSL for institutional-level and divisional projects and priorities. This includes providing administrative support for the Student Life Committee of the Board Meetings (3 times per year) and other division and university events. Processes scheduled payroll authorizations for the Division, completes p-card reconciliations on Chrome River, submits requests through the Service Portal for office needs, orders supplies, and other duties as needed. Maintains the list serve for the Division, updates staff directory. Supports collaborative administrative tasks for 5th floor including retrieving the mail for all offices, paying the recycling invoices and other jobs as needed. Completes other duties as assigned.
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REQUIREMENTS: Minimum qualifications: The successful candidate will have a minimum of 3-5 years of progressively responsible and related professional experience. The successful candidate will demonstrate an 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 Attention to details and excellent proofreading skills Knowledge of accounting and budgetary theory, principles and practices Skill in applying accounting and financial management principles Ability to work a flexible schedule as needed in order to attend University events Thorough knowledge of and proficiency in current Microsoft Office Suite: Word, Excel, PowerPoint and aptitude to regularly utilize Microsoft Outlook tools (Teams, One Drive) and other relevant institutional software Willingness to learn new technologies relevant to the position Effective organizational and administrative skills Ability to initiate and follow through with work responsibilities and to meet deadlines 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 work respectfully in a team that represents diverse identities and experiences Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission. Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others) Ability to establish and maintain effective working relationships with the University Community Preferred qualifications: Prior experience working with an executive in higher education administration is preferred and highly desirable. 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: Ability to work a flexible schedule as needed in order to attend University events Knowledge of human resources, purchasing, and payroll systems, preferably Banner Enthusiasm and initiative in seeking out new and challenging assignments Strong problem-solving skills and a can-do approach Ability to work independently on complex and confidential issues related to the day-to-day operations of the Division 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. |
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