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Administrative Assistant (Part-time) - Yoder Institute for Ethics and Integrity in Journalism and Me
Salary: $20- $25 per hour
Location: Yoder Institute for Ethics andIntegrity in Journalism and Media
Position Status: Part-time (25 hour perweek)
Hours: Varied
Position Number: 870565/ 70-173
FLSA Status: Non-exempt
POSITION SUMMARY:
Under the general direction of Institute leadership,the administrative assistant will undertake a wide range of business andadministrative tasks that may require considerable independence, judgment anddiscretion. Individual must be detail-oriented, focused, self-starting andhard-working. The position will involvescheduling and programming, marketing and promotion, website updates, budgetoversight for staff travel and guest honoraria, and specialized event planning.
DUTIES ANDRESPONSIBILITIES:
Institute Events Management &Marketing Support:
Provides comprehensive administrative, eventplanning and marketing support for Yoder Institute programs by coordinatingspeaker logistics, contracts, venues, catering and technology needs, while alsomanaging promotional efforts, website updates, stakeholder communications, andbranded outreach initiatives to enhance program visibility and engagement.Coordinates, schedules and prepares agendas for meetings between Institutestaff and various partners, including Keystone News Summit partners, fundinginstitutions, university staff, Keystone Local News Coalition members and anyother individuals or groups with whom the Institute has relations. Preparessummaries of all meetings and any outstanding follow-up. Assists fellows withproduction of an occasional newsletter and podcast. Helps with outreach tovisiting media scholar(s), speakers for Institute-sponsored programs, andspeakers for annual AI conference.
Keystone News Summit ProgramManagement Tasks:
Coordinates stakeholder engagement andcommittee operations for the Keystone News Summit by managing participantrecords, facilitating meetings, tracking project milestones, and ensuringaccountability for action items and deliverables. Supports the development and executionof summit programming by assisting with speaker recruitment, agenda planning,content development, event materials and post-event evaluation to enhanceaudience engagement and future programming.
Manages speaker engagement andlogistics for the summit, including communications, scheduling, informationcollection, presentation coordination, facilitator support, and post-eventreimbursement processing to ensure a seamless speaker experience. Managessummit budget planning and financial oversight by developing budgetprojections, tracking revenue and expenses, coordinating contracts andpayments, monitoring sponsor contributions and reimbursements, and providingongoing financial updates and cost-management recommendations.
General Institute Budget Support:
Provides oversight on all theInstitute's budgets, including operating budget, Wolfe Intern/Scholar Fund andKeystone News Summit funding. Maintains expense trackers that record allauthorized P-card purchases and account billing and reconciles against Bannerreports. Maintains an up-to-date Wolfe Fund fiscal tracker to monitor annualfunding levels and record all approved award activity. Orders approved officesupplies, materials and services for the Institute and Wolfe Fund fellow.Collaborates with director of business administration on any budget issuesrequiring escalation, troubleshooting or higher approvals.
Wolfe Fund Support:
Verifies applicant submissions withthe office of financial aid to determine student award eligibility. Informsprogram fellow of results. Submits approved awards via a request for authorizedpayment form to the dean of liberal arts for signature. Submits signed RAPforms to accounts payable for check processing. Consults with internshipprogram fellow on the status of student awards currently in process.Troubleshoots any issues that arise regarding financial aid eligibility orincome tax requirements and works with appropriate team members to address theissues.
Advisory Council Coordination:
Maintains an up-to-date roster ofactive advisory council members, including their meeting attendance data,contact information and term expiration dates. Assists with communication tocouncil members, including offers to renew their terms, invitations toInstitute events and council meeting reminders. Schedules and coordinates twoadvisory council meetings per year: one virtual and one onsite. Sends meetinginvitations, prepares agendas and takes minutes. Keeps advisory council membersapprised of Institute activities in between meetings. Shares event photos andvideos and invites their feedback.
Completes other duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Associate's degree from an accreditededucational institution and minimum of 1-3 years of related experience is required.
Preferredqualifications:
Bachelor's degreefrom an accredited educational institution.
BA or BS in business administration, marketing, media technologyand/or English.
More than 3 years of related work experience with priorexperience in higher education is preferred.
Alternatively,the successful candidate may possess any equivalent combination of experienceand training, which provides the knowledge, skills and abilities required toperform the essential job functions. This includes, but is not limited to, thefollowing:
Working knowledge of Word and Excel andexperience with basic budgeting and accounting is required.
Strong grammar and communication skills arerequired.
Ability to balance multiple tasks is required.
Ability to work independently, exercisediscretion and handle confidential matters is required.
Professional attitude required.
Requiressensitivity to the need of everyone to be treated with dignity and respect asit relates to diversity in general and the mission of the Universityspecifically.
It is preferred that any applicanthave specific professional or academic experience with media design and thedisciplines therein.
Ability toestablish and maintain effective working relationships with the universitycommunity.
Ability andwillingness to contribute actively to the mission of the University and torespect the Spiritan Catholic identity of Duquesne University. The missionis 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.
DuquesneUniversity was founded in 1878 by its sponsoring religious community, theCongregation 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.