Department Assistant (On-site) at DePaul University

Chicago, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Aug, 26

Salary

25.0

Posted On

16 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Budget Management, Course Scheduling, Event Coordination, Personnel File Maintenance, Website Content Management, Social Media Management, Payroll Processing, Student Supervision, Microsoft Word, Microsoft Excel, Microsoft Powerpoint, Sharepoint, Interpersonal Communication, Time Management, Problem Solving

Industry

Description

The Highlights: This position reports primarily to the Department Chairs of Latin American and Latino Studies (LALS) and African and Black Diaspora (ABD) with secondary reporting to the Directors of the Center for Latino Research (CLR) and The Center for Black Diaspora (CBD). The staff member's time is divided among these four areas, as follows: 40% each to the academic units and 10% each to the centers. Expected work hours are 9am-5pm, with occasional events and meetings after 5pm. For the two departments, responsibilities of this position include scheduling courses and their cross lists with other units, consulting with managers on budgetary issues, processing adjunct hires as necessary, submitting payments, managing office duties on a day-to-day basis, producing meeting minutes for the four units, managing student assistants, working on the units’ newsletters, and maintaining files and records for the four units. Responsibilities also include ordering office supplies, coordinating programming events, generating flyers for events, updating listservs and unit websites. For the two centers, the staff member will consult with managers and Assistant Directors on budgetary issues. The staff member must ensure that all responsibilities for each are up-to-date and completed in a timely manner. What You'll Do: * Provides administrative support for smooth ABD and LALS Department operations. * Responsibilities include, but are not limited to: * Direct inquiries and visitors to the appropriate staff for detailed information. * 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 departmental office spaces and inventory of office supplies. * Creates newsletters, flyers and other promotional advertisements for courses, events, etc. * Maintains web site content and design and updates to social media accounts as needed. * Maintain department contact lists, and information databases including current student and alumni lists to assist with outreach activities. * Handles 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. Creates schedules, delegates and monitors student work, and approves hours of student assistants. * Manages part-time faculty payroll * Collaborates with various staff/faculty, departments, and offices in preparation of special projects. * Manage all event and guest speakers logistics including catering, contracts, room reservations, etc. * Coordinate and cross promote evens with offices and affiliated units throughout the university * Manage events on DPU's calendar/website * Center and Department Budget Management * Coordinates operating, discretionary and/or grant budgets including daily transactions, scholarships, and transactional procurement transactions including office supplies and equipment. * Gives budgetary, conference, and operational support to faculty, staff, and students. * 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, and monthly reconciliation of financial reports for Chair’s approval. * Maintain updated projected budget spreadsheets accounting for all pending items. * Oversee and ensure maintenance of accurate and timely budget transaction reconciliations for all administrative budgets. Responsible for accurate and up-to-date budget files. * Distribution of workload, supervision and oversight of all department projects, budget coordination, and hiring/supervision of student workers. * Consults the department chair and center director regularly on budgetary issues and works with the Financial Services liaison in the Controller's Office when needed. * Often programs are scheduled late afternoon and early evening, on rare occasion Saturdays. * Occasionally this position will assist with moving boxes of publications - dollies and carts are provided for this, as well as staffing assistance. What You'll Need: * High school diploma is required. Bachelor's degree in Humanities or Social Sciences is preferred. * At least 3 years office administrative experience required. * Excellent command of English skills; knowledge of Spanish helpful. * Ability to problem-solve, and complete tasks independently as well as in a group. * Organizational skills, time management, and the ability to multitask * Excellent written, verbal, and interpersonal skills * Proficiency in the following programs: Word, Excel,, Powerpoint, website content management systems (such as Sharepoint), Microsoft Office Suite and other systems. The anticipated hiring range for this position is: 23.45 to $25.00/hr. The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget. Perks: * Working for a stable and well-known University. * Top choice medical, dental, and vision benefits. * Retirement plan matching contribution of 8%. * Tuition waivers for employees and dependents. * Generous paid time off, sick time, holidays, floating holidays, and more! * Full-Time Benefits [https://offices.depaul.edu/human-resources/benefits/Pages/default.aspx] For consideration, please include a resume and cover letter. Vincentian Mission: 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. DePaul University is an Equal Opportunity 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.

Responsibilities

Provides comprehensive administrative and budgetary support for two academic departments and two research centers. Key duties include course scheduling, event logistics, financial reconciliation, and supervising student assistants.