Under the general direction of the Chair, Department of Chemistry and Biochemistry, this person is responsible for budgeting and managing the Department finances through appropriate use of software and under University and IRS guidelines. They will also support the normal functioning of the department through management of office work flow and staff. Additionally, they support the department chair in clerical, administrative, and operational functions.
DUTIES AND RESPONSIBILITIES:
Manages the daily budget operation, forecast monthly expense reports, and anticipates for the close of fiscal budget period to ensure funds are properly allocated and distributed as planned. In parallel to these responsibilities the position also manages the department summer budget, department overhead & various department endowment accounts (ie. Weismann, Crable, Babe, Deverse, and Madura Endowment accounts & the ACS gift account). The position is responsible for development of annual budget for the department and to manage all expenditures (planned and unplanned) during such period to ensure funds remain available for all foreseen departmental activities, as well as miscellaneous student organization funding. The position will assist the faculty in monitoring their grant balances, p-card purchases, SPA requests, and the allocation of such funding.
Manages all reimbursements (petty cash, authorize payment, non-schedule payment, and scheduled payment authorization, including monthly P-cards for Chair and self, as well as Chrome River report of business expenses for faculty and staff and Unimarket purchase order approvals for the Department.
Completes all course and catalogue corrections/additions for each semester ranging between 70-80 sections (plus or minus) for the department, including classroom accommodations, per Chair and faculty request/updates. Calculates student credit hours taught for each semester, and faculty meeting minutes during the fall and spring semester. Additionally, responsible for ACS student certification records for graduating seniors, and the ACS accreditation documentation for the Department (annual & 5 year).
Completes Part-Time Faculty contract requests each semester as well as summer contracts for Full-Time faculty, completes required Scheduled Payroll Authorization (SPA) documents for all departmental summer salary requests and grant stipends. Submits request for Authorized Payment forms for outside mentors during Undergraduate Research Program (URP), as well as payment to other outside vendors and/or student award or research.
Provides supervision of administrative assistant and student aide duties. Included in this duty at the request of the Department Chair, is completion of the performance appraisal for the Administrative Assistant. Responsible for KRONOS approvals: Bi-weekly staff, tutor, and student aide payroll records.
Manages the faculty recruitment process and faculty travel arrangements; including all advertisement, flights, hotel accommodations, ground transportation, interview set-up, daily itinerary, expense reimbursement for all departmental guests and faculty. Also responsible for Departmental event planning.
Provides and maintains swipe card access to all Mellon Hall 3rd floor room/ lab access using the Departmental Schlage software. Maintains up to date department key distribution and student access logs for security and locksmith purposes.
Associate’s degree including studies of accounting and business management.
Minimum of three to five years of business office and accounting/budget experience.
Alternately, the successful candidate will possess any equivalent combination or training and experience which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to the following:
Knowledge of bookkeeping/budgeting principles and procedures.
Knowledge of Microsoft Office applications.
Excellent interpersonal skills with a customer service orientation;
Ability to communicate effectively, both orally and in writing;
Excellent organizational skills with attention to the details;
Ability to establish and maintain effective working relationships with the University Community.
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 and willingness to contribute actively to the mission 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.
Bachelor’s degree in accounting and finance.
Minimum of 3 – 5 years of supervisory experience.
Interested candidates must submit a cover letter, resume, and contact information for three professional references.
Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).
We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting http://www.duq.edu/about/mission-and-identity/mission-statement. Those invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.
Duquesne University, a private, Catholic institution, prides itself on being mission-centered and mission-driven. Our employees contribute to our culture of academic excellence and our mission of serving God by serving students. In turn, they enjoy a supportive working environment that values individual talents, encourages teamwork and rewards accomplishments.
A nationally ranked top-tier university, Duquesne has established a legacy of excellence in liberal and professional education. Our 14:1 student-faculty ratio allows our students to work closely with expert faculty. Duquesne has also won accolades and recognition among the nation’s top 20 small research schools for our research initiatives and faculty productivity.
Situated on a 50-acre campus within the city, Duquesne provides a small-town feel in an urban setting. The Pittsburgh region offers a variety of cultural, education and professional opportunities, as well as a safe and affordable lifestyle.
We strive to attract, recruit and retain a dynamic, diverse workforce. Our employees benefit from an array of campus resources that provide convenience and cost savings, including a variety of dining options, a full-ser...vice Starbucks, a retail bank and credit union, a fitness center and year-round wellness programs and onsite parking. Employees also may take advantage of the many educational, cultural and sporting events sponsored by the university.