Administrative Assistant-Legal Affairs and Risk Management

Administrative Assistant-Legal Affairs and Risk Management

Salary:                   $28.60 per hour based on a 35 hour work week
Benefits:                Generous benefits include paid time off including holidays and vacation, retirement match and tuition remission for employee and dependents. Details at www.duq.edu/benefits.
Location:                 Legal Affairs
Position Status:      Full-time (35 hours per week)
Hours:                     Monday through Friday 8:30 a.m.-4:30 p.m.
Position Number:    000529/30-507
FLSA Status:           Non-Exempt

POSITION SUMMARY:
This administrative assistant position will perform administrative work in a collegial and dynamic environment by primarily supporting the following three positions: Associate Vice President for Legal Affairs and Deputy General Counsel; the Associate General Counsel, and the Assistant Director of Risk Management. Excellent and effective administrative, communication, and customer service skills are essential.

Office hours are usually Monday through Friday 8:30 a.m. 4:30 p.m., but may vary or fluctuate during periods of increased operational need.

DUTIES AND RESPONSIBILITIES:

Provide comprehensive and varied administrative support for the Office of Legal Affairs and Department of Risk Management, including but not limited to the following:

Prepare, proofread, format, redact, and distribute correspondence, reports, legal documents, spreadsheets, PowerPoint presentations, and other materials.

Respond to telephone calls, emails, and visitor inquiries, and direct requests to the appropriate staff member.

Coordinate calendars, meetings, appointments, and expenses.

Administer the Risk Management operating and insurance budgets by processing invoices, completing budget transfers, reconciling expenditures, maintaining financial records, and monitoring department accounts.

Support implementation and maintenance of key Risk Management programs, including University Driver Authorization, Minors Programs, and Volunteer Agreements, by reviewing submissions, maintaining records, tracking approvals, and communicating with campus departments.

Respond to requests for Certificates of Insurance (COIs) by preparing or obtaining appropriate certificates and providing timely assistance to university departments, vendors, contractors, and external organizations.

Maintain and organize electronic and physical records related to contracts, insurance, claims, compliance, and risk management.

Conduct research and benchmarking projects by gathering, compiling, and summarizing information from peer institutions and external resources to support Risk Management initiatives.

Maintain and order office supplies.

Maintain the confidentiality of sensitive, confidential and/or legally privileged information.

Work collaboratively with the Assistant to the Senior Vice President and General Counsel, and provide support as needed.

Complete other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

A high school diploma or GED.

Over 5 years of progressively responsible and related work experience.  Prior successful experience supporting senior management or lawyers, or any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions.

Preferred qualifications:

Bachelor’s degree, or an Associate’s degree in business or a closely related field of study.

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:

Excellent interpersonal skills with a customer service orientation;

Ability to work both independently and as part of a team;

Ability to communicate effectively, both orally and in writing;

Excellent organizational skills with the ability to be attentive to the details and ability to multi-task;

Ability to maintain the confidentiality of sensitive, confidential and/or legally privileged information;

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;

Good problem-solving skills with a can-do approach;

Ability to initiate and follow through with work responsibilities and to meet deadlines, and

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.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.  Candidates interested in this position should apply by August 28, 2026.

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.