Administrative Assistant II Physical Therapy– John G. Rangos Sr. School of Health Sciences
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.
