Administrative Assistant to AVP Legal Affairs/Dir Risk Mgmt
Location: Pittsburgh, Pennsylvania
Required Education: Bachelor’s
Higher Education Institution
Internal Number: 30-307
This is a complex and responsible position which involves the performance of high-level administrative work and requires considerable exercise of initiative, independent judgment, and discretion. This position requires extensive contact with staff, faculty, senior administrators and outside consultants and counsel. Work is done with considerable independence within established policies and guidelines and reviewed by superiors through reports, conferences, and observation of results. The position reports to the Assistant Vice President for Legal Affairs and Director of Risk Management.
As a condition of employment, Duquesne University requires all new employees -full-time and part-time, including adjunct faculty-to get a COVID-19 vaccine and provide proof of their vaccination upon commencement of employment.
New employees requesting a religious or documented medical exemption from the vaccine must complete and submit a Duquesne University exemption request form for review and approval. To receive the appropriate exemption request form, contact email@example.com. Employees with approved exemptions will be required to be tested on a regular basis. DUTIES AND RESPONSIBILITIES:
Provides support to the Assistant Vice President for Legal Affairs/Director of Risk Management and other staff as needed including reviewing and editing contracts, policies, letters and other legal documents; creating PowerPoint presentations and Excel spreadsheets; and maintaining schedules and making travel arrangements. Answers phones, manages messages and greets visitors and directs them as appropriate.
Creates, organizes, and maintains various confidential paper and electronic legal and risk management files. Participates in strategic planning process with Supervisor to identify and accomplish short- and long-term organizational goals.
Researches and analyzes statutes, regulations, articles, policies, benchmarking data, and other sources and provides written analysis to supervisor.
Assist Legal Affairs in preparing for legal actions filed against or on behalf of the University.
Performs various tasks related to the Risk Management Department including creating and organizing forms; updating the Risk Management website; and liaising with Insurance Broker and University stakeholders on questions related to various Risk Management programs and functions including annual insurance renewal.
Supports Supervisor with policy drafting and review including research, benchmarking, drafting, and editing.
Manages all aspects of multiple department budgets, including performing budget projections and analysis. Reviews and orders supplies and equipment needs to ensure sufficient resources. Manages Procurement Card accounts and generates timely monthly reports.
Supports the University's Office of the Secretary in a limited capacity by attending meetings of the full Board of Directors and its Executive Committee and preparing draft minutes for the Secretary of the Board within one week of each meeting. Maintain confidentiality of all items discussed in board meetings.
Takes meeting minutes for the University's Emergency Management Team; may prepare agendas and/or meeting minutes for other committees as assigned.
Submits facility service requests for the Office.
Act as a notary as needed.
Performs other duties as assigned.
Bachelor's degree from an accredited institution. 5 - 7 years of related professional experience.
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 both independently and as part of a team.
Understanding of legal language and principles, research methods, court pleadings and processes, and other related matters.
Excellent interpersonal skills with a customer service orientation.
Ability to communicate effectively, both orally and in writing; strong skills in English, spelling and grammar.
Excellent organizational skills with the ability to be attentive to the details and ability to multi-task.
Impeccable ability to maintain the confidentiality of sensitive, confidential and/or legally privileged information. Generates, receives and maintains confidential and sensitive files, information and reports and ensure security of files.
Thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint; 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 be an excellent team player.
Ability to work independently on complex and confidential issues related to the day-to-day operations of the Office.
Effective organizational and administrative skills required.
Ability to initiate and follow through with work responsibilities and to meet deadlines.
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.
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.
Bachelor's degree in writing, English or similar field from an accredited institution.
Experience working in a law firm setting or supporting lawyers in in-house positions.
Experience managing a budget.
Applicants are asked to submit a cover letter, resume, and contact information for three professional references. Applications without a cover letter will not be considered. Applications received prior to June 1, 2022 will be given priority.
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.