Executive Assistant to the Vice President for Technology & Administrative Assistant CTS

Executive Assistant to the Vice President for Technology & Administrative Assistant CTS

Salary: Commensurate with experience

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

Location: Computing and Technology Services

Position Status: Full-time (35 hours per week)

Hours: Monday through Friday 8:30 a.m.- 4:30 p.m. but may vary based on operational need

Position Number: 241823/10-1185

FLSA Status: Exempt

Position Summary

The Executive/Administrative Assistant provides high-level administrative support to the Vice President for Technology & Chief Information Officer and other IT Directors within Duquesne University's Computing and Technology Services department. This role is pivotal in ensuring the smooth operation of the department by managing schedules, coordinating meetings, handling communications, and performing various administrative tasks.

Duties and Responsibilities

Provides Executive Support:

• Calendar and Schedule Management:

Manage complex, shifting calendars for multiple executives within the department, prioritizing meetings, events, and tasks while ensuring that schedules are optimized for efficiency. Proactively address scheduling conflicts and make necessary adjustments to ensure smooth operations.

• Travel and Event Coordination:

Coordinate both domestic and international travel arrangements for senior leaders, including booking flights, accommodations, transportation, and preparing detailed itineraries. Organize and manage department events, conferences, and functions, ensuring all logistics are well-planned and executed.

• Correspondence and Communication:

Handle and direct incoming communications (calls, emails, memos) for senior leaders, ensuring timely and professional responses. Prepare, draft, and proofread official communications, including emails, letters, presentations, and reports. Communicate on behalf of leadership when necessary and ensure key messages are accurately conveyed.

• Preparation for Meetings and Events:

Organize internal and external meetings by preparing agendas, gathering necessary materials, distributing information to participants, and ensuring that all logistics are handled. Take accurate and comprehensive meeting minutes and follow up on action items to ensure deadlines are met.

Provides Administrative Support:

• Office Organization and Support:

Maintain an organized office environment, ensuring that equipment, materials, and supplies are well-stocked and in working order. Handle day-to-day administrative duties such as filing, copying, scanning, and faxing documents, managing office supplies, and maintaining office organization. Maintains, and provides oversight of, the CTS Rockwell Hall Concourse and 10th-floor facilities, including maintaining office equipment, restocking supplies, light cleaning of kitchen and conference room, performing routine "tech checks" and supply checks/restocking in the conference room and hoteling spaces, and of the scheduling signage, and performing other similar functions. Create, update, and manage training and process guides for office operations and support. Performs office functions, including scheduling rooms, processing maintenance requests, and maintaining office equipment. Monitor and process work orders generated through the existing service management and ERP systems. Enter and submit vacation and sick time in the ERP for CTS.

• Phone and Front Desk Support:

Serve as the point of contact for visitors, phone calls, and inquiries, providing exceptional customer service and assisting with general office duties as needed. Ensure all inquiries are handled efficiently and appropriately. Answer all incoming calls to the CTS Main numbers and the CIO's phone. Screen calls for the CIO, responds to callers' concerns and questions, answers inquiries or directs/forwards calls to proper parties when appropriate, and refers callers or their issues to the CIO when appropriate. Responds to and triage inquiries. Assesses the need to aid or triage the requests. Responds to and/or refer concerns to appropriate parties.

• Personnel Search and Onboarding Support:

Administrative support for searches: schedule committee meetings, record meeting notes, liaise with HR representatives, schedule initial candidate interviews, schedule on-campus interviews, make travel arrangements for candidates, create evaluation artifacts, and distribute along with candidate materials. Organizes travel arrangements, accommodations, and reimbursements for visitors, hiring candidates and department guests. Coordinates with Shared Services on the hiring process and paperwork for new hires.

• Coordination with Other Departments:

Collaborate with other university departments to ensure that internal processes are followed, and communicate effectively with faculty, staff, and students as needed. Represent the department in cross-functional meetings and provide administrative assistance across the university as required.

• Reception Desk Support and Coverage/Student Aide Supervision:

Assures adequate coverage of receptionist stations and front office. Assists in training, scheduling, and supervision of student aides on office procedures and responsibilities.

• Event Planning and Coordination:

Take ownership of organizing department events, conferences, and workshops, including scheduling venues, arranging catering, creating event materials, and managing guest lists. Ensure smooth event execution and post-event follow-up.

• Expense Statement Coordination:

Prepare and submit expense statements, including procurement card (P-Card) and personal report of business expense (ROBE) monthly reports for the VP of IT & CIO and AVP & Deputy CIO/CISO. This includes gathering receipts, scanning receipts, calculating mileage, and other expenses that need to be submitted for the monthly expenses.

• Liaison and Collaboration:

Serve as a liaison between the CIO, senior IT leadership, and other university departments, ensuring clear and timely communication. Works collaboratively with other University administration including (but limited to), the President's Office, the Provost's Office, other Cabinet members and their support teams, the Dean's, and their support teams.

Requirements

Minimum qualifications:

• High School Diploma or equivalent.
• 1-3 years of work-related experience.

Preferred qualifications:

• Associate's degree from an accredited educational institution.
• 3-5 years of work-related experience.
• Proven experience (3+ years) as an Executive Assistant or Administrative Assistant, preferably in an academic or IT setting.
• Familiarity with IT terminology and university administrative processes is a plus.
• Competence in using the Microsoft Office 365 ecosystem, particularly calendaring and email in Outlook (including as a delegate of others' calendars), collaboration in Teams, document creation and editing in Word, spreadsheet creation and editing in Excel, and presentation creation and editing in PowerPoint.
• Proficiency in using Videoconferencing platforms such as Zoom and/or Microsoft Teams.
• Experience in using cloud storage solutions such as Box and Microsoft OneDrive.
• Experience using office phone systems and features.
• Exceptional organizational skills, with the ability to manage multiple tasks and priorities.
• Strong verbal and written communication skills, with the ability to interact professionally with senior leadership and staff.
• Ability to maintain a high level of discretion, confidentiality, and professionalism.
• Strong problem-solving skills and the ability to work both independently and in a team environment.
• Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.

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.