Administrative Assistant, Institute for Disability ...

Administrative Assistant, Institute for Disability Empowerment and Advocacy - Education Salary: $30.22 per hour Benefits: Generousbenefits include paid time off including holidays and vacation, retirementmatch, and tuition remission for employee and dependents. Details at Location: Education Position Status: Full-time (35 hours perweek) Hours: Varied Position Number: 002684/30-484 FLSA Status: Non-exempt POSITIONSUMMARY: The AdministrativeAssistant provides high-level administrative and event planning support toensure the smooth operation of the department's daily activities and specialinitiatives. This position coordinates meetings, events, and logistics whilemanaging communications, schedules, and documentation for leadership and teammembers. The Administrative Assistant serves as a central point of contact forinternal and external partners, ensuring professional and efficientinteractions. The role requires strong organizational, communication, andproblem-solving skills to balance administrative responsibilities with thecoordination of events that advance the department's goals and visibility. The Administrative Assistant provides essentialadministrative and event planning support for the newly established Institutefor Disability Empowerment and Advocacy. As the Institute launches programs,partnerships, and community initiatives, this dedicated role is needed tocoordinate logistics, manage communications, and ensure smooth execution ofevents and daily operations. The Administrative Assistant will play a key rolein building the Institute's infrastructure, supporting its leadership, andcreating welcoming, accessible experiences that reflect the Institute's missionand values. DUTIES AND RESPONSIBILITIES: Event Planning and Coordination: Plans, organizes, andexecutes events, meetings, and programs for the Institute for DisabilityEmpowerment and Advocacy (IDEA), including conferences, community gatherings,workshops, and lectures. Manages event logistics such as scheduling, venuereservations, catering, accessibility accommodations, and vendor coordinationto ensure smooth, inclusive, and high-quality experiences. Administrative and Office Support: Provides comprehensiveadministrative support to the Executive Director and Institute staff, includingscheduling meetings, managing calendars, preparing correspondence, maintainingrecords, and processing expense reports. Ensures the efficient operation ofdaily office functions and serves as the primary contact for internal andexternal inquiries. Budget and Purchasing Assistance: Monitors event and officebudgets, tracks expenditures, and assists with purchasing, vendor payments, andfinancial documentation in coordination with the University's finance systemsand policies. Data and Reporting Support: Assists in collecting andmaintaining data related to events, attendance, and community engagementactivities. Supports preparation of reports, summaries, and documentation forinternal and external use. Performs additional tasks or special projects as needed tosupport the operations and mission of the Institute. REQUIREMENTS:Minimum qualifications: High School Diploma or equivalent. Valid PA Driver'slicense in good standing. A minimum of three to five years ofrelated administrative and event planning experience isrequired, preferably in a higher education, nonprofit, or community-basedorganization. Experience should include coordinating logistics for meetings,programs, or special events; managing multiple priorities in a fast-pacedenvironment; and providing direct administrative support to leadership orproject teams. Familiarity with budgeting, purchasing, and working with vendorsor external partners is essential. Note: Extensive administrative or event planning experiencein a higher education, nonprofit, or community-based organization may beconsidered in place of formal education. Candidates who demonstrate strongorganizational, communication, and project management skills, along with aproven ability to plan and execute complex events, manage logistics, andsupport senior leadership, may be deemed qualified based on equivalentprofessional experience. Preferred qualifications: Bachelor's degree an accredited institution Experience in settings that value accessibility,collaboration, and community engagement is strongly preferred. Alternately, the successful candidate may possess any equivalent combination ofexperience and training, which provides the knowledge, skills and abilitiesrequired to perform the essential job functions. This includes, but is notlimited to, the following: EventPlanning and Coordination: Strong ability to organize and execute events of varying scale,including meetings, workshops, and community programs; skilled in managinglogistics, timelines, and vendor relationships. Administrativeand Organizational Skills: Excellent attention to detail with the ability to managecalendars, track expenses, maintain records, and coordinate multiple prioritiesefficiently. Communicationand Interpersonal Skills: Clear and professional written and verbal communication; abilityto interact effectively with faculty, staff, students, community partners, andguests. CustomerService and Professionalism: Demonstrated commitment to creating positive, inclusive, andaccessible experiences for all participants and visitors. TechnologyProficiency: Competence with Microsoft Office Suite (Word, Excel, PowerPoint,Outlook) and comfort using online event registration, scheduling, and financialsystems. ProblemSolving and Initiative: Ability to anticipate needs, respond to challenges calmly andresourcefully, and adapt to changing circumstances. Collaborationand Teamwork: Works cooperatively with colleagues and partners, contributing toa supportive and mission-driven environment. Adaptabilityand Confidentiality: Maintains discretion with sensitive information and adjustspriorities and approaches as the Institute's programs evolve. Ability toestablish and maintain effective working relationships with the UniversityCommunity. Ability and willingness to contribute actively to the mission of the Universityand to respect the Spiritan Catholic identity of Duquesne University. Themission is implemented through a commitment to academic excellence, a spirit ofservice, moral and spiritual values, sensitivity to world concerns, and anecumenical campus community. APPLICATIONINSTRUCTIONS: Applicants are asked to submit a cover letter, resume, and contact informationfor three professional references. Duquesne University was founded in 1878 by its sponsoring religious community,the Congregation of the Holy Spirit. Duquesne University is Catholic inmission and ecumenical in spirit. Motivated by its Catholic identity,Duquesne values equality of opportunity both as an educational institution andas an employer.

Created: 2026-03-04