Department Assistant (On-site) Job Listing at DePaul University in Chicago, IL (Job ID 1372)

Description

The Highlights:

The Department Assistant reports to the Chair of the Department of Philosophy and also to the Chair of Criminology.  This position manages the daily operations of both Philosophy and Criminology, provides administrative support to full-time/part-time faculty members and Graduate Students/Teaching Fellows, and assists students with questions as they arise in both units.  Approximately 40% of the Department Assistant's time will be allocated to Criminology.
60% of this staff member's time per week is dedicated to Philosophy, while 40% of the Department Assistant's time will be allocated to Criminology.

What You'll Do:

• Provides administrative support. 
  •  Direct inquiries and visitors to the appropriate staff for detailed information. Provide accurate information about the department to students and visitors.  
  • Assists with written/electronic correspondence and helps prepare reports and support materials .  
  • Assists with the faculty recruitment process [full and part-time], promotion and tenure, faculty merit review, and the maintenance of personnel files.
  • Records and prepares departmental minutes.
  • Creates schedules, delegates work, and approves hours of student assistants. Hires and trains student workers.
  • Manages calendars, schedules and space - including Philosophy Events Page and front desk monitor.
  • Maintains the FAM Tool (Security Swipe System), Work Order system, and office key log.
• Coordinates operating, discretionary and/or grant budgets including daily transactions, transactional procurement transactions including office supplies and equipment.  Coordinates the submission of part-time payroll.
  • Gives budgetary, conference, and operational support to faculty, staff, and students within the departments; including the Philosophy Today Journal.
• Collaborates with various staff, faculty, and offices in preparation of special projects.                                                     
  • Maintains and coordinates marketing materials for various events.
  • Manages the content and design of departmental Web sites to keep them accurate and current and updates to social media accounts. 
  • Updates the University Scheduling system with classes for both CRIM and PHL.
• Conducts event and meeting planning. 
  • Manages logistics: including. but not limited to, space reservations, catering, addressing audio and visual needs, and monitoring RSVPs.
  • In concert with the LAS Budget Office, completes contracts with speakers, travel arrangements, and short/long-term housing needs.
  • Manages events on the DePaul University Events Page.
• Provides administrative support to the Director of Graduate Programs and the Director of Undergraduate Programs, PHL. 
  •  Assists with meetings of the Graduate Affairs Committee and the meetings of the Undergraduate Affairs Committee.
  • Assist with prospective student recruitment, coordinate prospective student visits and faculty/student interviews.
  • Organize annual student reviews, maintain the student database, and reconcile graduate student accounts quarterly.
  • Update University Catalog pages as necessary. 
• Train and supervise student assistants to perform departmental support tasks and special projects. Keep track of and approve student hours.
• Consults both chairs regularly on budgetary issues and works with the Financial Services liaison as needed.

 

What You'll Need:

• Bachelor's degree preferred and at least 3 years general office/supervisory experience desired.
• Excellent written and verbal communication skills.
• Excellent organizational, managerial, and problem solving skills.
• Excellent information management skills including proficiency with the Microsoft Office platform. 
• Excellent people skills that extend to working with faculty members, Graduate Students, student majors and minors, and visitors & speakers.
• Ability to handle the highest level of confidential information.
• Detail oriented and ability to multitask.
• Must be able to work as part of a team as well as independently.
• Some work in the evening may be requested.

Perks:

• Working for a stable and well-known University that values diversity and inclusion.
• Top choice medical, dental, and vision benefits.
• Retirement plan matching contribution of 10%.
• Tuition waivers for employees and dependents.
• Generous paid time off, sick time, holidays, floating holidays, and more!
• Full-Time Benefits

For consideration, please include a resume and cover letter.

Diversity and Inclusion Statement:
Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.

Required Background Check:

Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.

Mandated Reporting of Child Abuse & Neglect:

Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:

Illinois Department of Children & Family Services (DCFS)  
Illinois Abused and Neglected Child Reporting Act  

DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.

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