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Posted: 14-Jul-23
Location: Pittsburgh, Pennsylvania
Salary: Commensurate with experience
Employment Type:
Organization Type:
Required Education:
Internal Number: 30375
POSITION SUMMARY:
The Administrative Assistant position for the Duquesne University College of Osteopathic Medicine Admissions Department is a highly skilled paraprofessional position that supports the activities of the Admissions Department, with support for additional departments including Student Affairs, Financial Aid, Marketing and Communications, and the Medical Registrar. This Administrative Assistant will maintain organization of files, perform bookkeeping, engage in verbal and written communication, manage schedules, and coordinate necessary meetings for members of the department. The position reports to the Director of Admissions.
DUTIES AND RESPONSIBILITIES:
The qualified candidate will provide primary support to the COM Director of Admissions, the Admissions Application Coordinator, and the Admissions Recruiter, as well as the offices of student affairs, financial aid, marketing and communications, and the medical registrar as needed.
As the primary customer service representative for the office, this person will serve as first point of contact with the Admissions Department of the COM. As a result, this individual will direct incoming calls to the appropriate person or department, respond to incoming departmental emails, and manage incoming applications including downloading information, setting up interviews, and following up with phone calls, emails, and official written communications.
Maintains schedule of the Director of Admissions and schedules zoom, teams, and in-person meetings as requested.
Works directly with the team on budget development, reconciliation and tracking, applicant engagement tracking and follow-up.
Updates the applicant communications master tracking report.
Coordinates and executes mass mailings.
Attends department meetings, records minutes, and provides updates as needed.
Compiles, formats and submits materials for recruitment trips, open houses, accepted students’ days, orientation, white coat ceremony, graduation, outreach programs, and other COM student events.
Picks up and distributes mail.
Monitors the inventory of office supplies and giveaways.
Assists with setting up and taking down exhibits and materials at COM admissions, recruiting, and other events.
Manages check-in tables at in-person events and monitors attendance.
Processes all department purchase invoices.
Reconciles the department’s procurement card accounts.
Completes other duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Bachelor’s degree, preferably in English, communications, business or a related field from an accredited institution.
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:
Requires a high level of administrative and customer service support skills, as the position requires extensive contact with potential student applicants.
Scheduling flexibility is a must. Overtime may be required during peak event times, such as during interview season.
Experience and training in an office environment, with knowledge, skills and abilities required to perform the essential job functions. This includes demonstrated proficiency with current Microsoft Office Suite: Word, Excel, PowerPoint, Teams, Access, and Publisher as well as Outlook e-mail.
Willingness and ability to utilize new technologies relevant to the position.
Knowledge of, or the ability to learn internal University and COM systems including WebAdmit, Slate, Chrome River, Banner, Canvas, and others.
Excellent organizational skills, accuracy, diplomacy and good interpersonal skills.
Exhibit independence, working within established policies, while cooperating with other staff of the COM and the University, in support of their missions.
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 and COM 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.
