Administrative Assistant

2 weeks ago

Chicago, United States DePaul University Full time

The Highlights:

The Department Assistant reports to the senior operations and communications manager. This position manages the daily operations of The Grace School of Applied Diplomacy office, provides administrative support to full-time/part-time faculty members, staff, and students, and assists students with questions as they arise. This position will also support the numerous conferences and special events sponsored by the School.

What You'll Do:

* Provides administrative support.
* Direct inquiries and visitors to the appropriate staff and offices for detailed information. Provide accurate information about The Grace School to students and visitors.
* Assists with drafting written/electronic correspondence and helps prepare reports and support materials.
* Assists with the faculty recruitment process [full and part-time], annual and probationary review, and the maintenance of personnel files.
* Records and prepares departmental minutes.
* Assists with managing calendars and schedules.
* Maintains the FAM Tool (Security Swipe System), Work Order system, and office key log.


* Collaborates with various staff, faculty, and offices in preparation of special projects.
* Manages the content and design of the departmental web site to keep it accurate and current.
* Fluent in software applications such as Outlook, Excel, Word and Adobe, including an understanding of web and video editing applications.
* Manages social media design and content for The Grace School, and while demonstrating an understanding of social media trends and applications.
* Assist the senior operations and communications manager with prospective student recruitment.
* Assist the Director with course schedule entries in Campus Connect.
* Also, update University Catalog pages, as necessary.


* 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 Financial Services and the LAS Budget Office, assists with contracts with speakers, travel arrangements, and short/long-term housing needs.
* Manages events on the DePaul University Events Page.
* Coordinates marketing materials for various events.


* Adjunct hiring and payroll.
* Works with the Dean's Office to complete any adjunct new hire paperwork and submits adjunct payroll on a quarterly basis


* In the absence of the senior operations and communications manager, supervises student assistants to perform departmental support tasks and special projects.



What You'll Need:

* Bachelor's degree required and at least 5 years general office/supervisory experience preferred. Proficiency in digital and web applications also preferred.
* Excellent written and verbal communication skills.
* Excellent organizational, managerial, and problem-solving skills.
* Excellent information management skills, including proficiency with word processing and the Microsoft Office platform.
* Excellent people skills that extend to working collaboratively, as well as independently.
* Excellent quantitative and fiscal management skills.
* Ability to handle the highest level of confidential information.
* Detail oriented and ability to multi-task.

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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