Office Assistant (On-site) Job Listing at DePaul University in Chicago, IL (Job ID 1452)

Description

The Highlights:
Responsible for the smooth administrative coordination of the Department of African and Black Diaspora Studies (ABD) and the Center for Black Diaspora (CBD). Manager of record is ABD Chair but will report to managers of both ABD and CBD. Also serves as office assistant for the Center for Black Diaspora. Position is split 65% in ABD and 35% CBD. 

What You'll Do:

Provides administrative support for smooth ABD Department operations. 

• ABD responsibilities include, but are not limited to:
  •  Direct inquiries and visitors to the appropriate staff for detailed information. Provide accurate information about the ABD department to students and visitors.
  • Assists with 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.
  • Manages ABD departmental office spaces and inventory of office supplies.
  • Creates flyers and other promotional advertisements for courses, events, etc.
  • Maintains ABD web site content and design and updates to social media accounts as needed. 
  • Maintain ABD department contact lists, and information databases including current student and alumni lists to assist with outreach activities.
  • Handles ABD department scheduling in concert with department chair. 
  • Maintains the FAM Tool (Security Swipe System), Work Order system, and office key log.
  • Participates in the hiring of and training student assistants for ABD.  Creates schedules, delegates and monitors student work, and approves hours of student assistants.
• ABD Department Budget Management 
  • Coordinates operating, discretionary and/or grant budgets including daily transactions, scholarships, and transactional procurement transactions including office supplies and equipment with the Financial Services Liaison in the Controller's Office. 
  • Gives budgetary, conference, and operational support to faculty, staff, and students within the ABD department.
  • Initiate and follow through on processing transfers, invoices, honoraria, payments, etc. according to accepted LAS and University policies and practices.
  • Manages, in coordination with department chair, department operating and/or discretionary budgets including daily transactions, procurement, part-time payroll, and monthly reconciliation of financial reports for Chair's approval.
  • Maintain updated projected ABD budget spreadsheet accounting for all pending items. 
  • Create and analyze monthly and quarterly ABD financial reports on actual and projected spending.
  • Oversee and ensure maintenance of accurate and timely budget transaction reconciliations for all administrative budgets throughout the ABD department. Responsible for accurate and up-to-date budget files.
• ABD Event Planning and Special Projects.
  • Collaborates with various staff/faculty, departments, and offices in preparation of special projects.
  • Manage logistics: location, menu, transportation arrangements, order audio and visual equipment, and RSVP management.
  • In concert with the LAS Budget Office, negotiate necessary contracts with facilities, catering, and any outside vendors. 
  • Coordinate and cross promote events with personnel with the Alumni Relations Office, Division of Enrollment Management and Marketing and other affiliated units at the University.
  • In concert with Financial Services and the LAS Budget Office, completes contracts with speakers, travel arrangements, and short/long-term housing needs.
  • Manages events on the DePaul University Events Page and ABD department webpages.

Center for Black Diaspora (CBD) Principal Duties and Responsibilities 

• Provide administrative support to the administrative head of CBD: 
• Direct inquiries and visitors to the CBD Reading Room.
• Direct inquiries and visitors to the Director and Staff for detailed information. Provide accurate information about CBD to students and visitors.  Also, promptly communicate significant issues to upper management keeping them apprised of deadlines and policies.
• Assists with written/electronic correspondence and help prepare reports and support materials. 
• CBD Office administration & Event support:
  • Responsibilities include, but are not limited to:
  • Coordinates Center technology and troubleshoots all issues.
  • Manages logistics: including, but not limited to space reservations and addressing audio and visual needs 
  • Assists during CBD events: including, but not limited to audio-visual needs, attendee registrations, book signings, etc.
  • Assists with photocopying, flyers, technical support. Photocopies office materials; and performs other Center-related office duties as needed.
• CBD- Collaborates with the director in preparation of special projects
  • Responsibilities include, but are not limited to:
  • Maintains and coordinates—with Director and Staff—marketing materials for various events.
  • Manages the content and design of the Center Web site to keep it accurate and current and updates to social media accounts.
  • Assists Director and Staff with projects, including but not limited to Annual Reports, Podcast, Newsletters, etc.
• Performs other duties as assigned

What You'll Need:

• Bachelor's degree preferred and at least one year of experience in administration desired. 
• Strong organization skills, including task anticipation, completion, and follow-through; 
  initiative 
• Strong time-management skills - including task anticipation, completion, and follow-through;
  ability to multitask; 
• Strong and clear communication skills; proficiency in Microsoft and Adobe Suites; 
• Ability to remain current in technology - researching and utilizing useful technology
• Ability to create well-designed, effective flyers and posters is greatly preferred.
• Audio and visual needs 
• Assists during CBD events: including, but not limited to audio-visual needs, attendee registrations, book signings, etc.•Assists with photocopying, flyers, technical support. Photocopies office materials; and performs other Center-related office duties as needed.
• CBD- Collaborates with the director in preparation of special projects: Maintains and coordinates—with Director and Staff—marketing materials for various events.• Manages the content and design of the Center Web site to keep it accurate and current and updates to social media accounts.• Assists Director and Staff with projects, including but not limited to Annual Reports, Podcast, Newsletters, etc. 

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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