Department Assistant (on-site)

DePaul

Chicago, IL

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JOB DETAILS

SALARY

$18.70–$21.98 Per Hour

SKILLS

Administrative Skills, Art History, Budget Management, Budgeting, Calendar Management, Catering Services, Data Entry, Database Administration, Database Analysis, Diversity, Event Management, Executive Assistant Skills , Facebook, Financial Administration, Financial Operations, Interpersonal Skills, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Offer Letters, Office Equipment, Operational Support, Organizational Skills, Peoplesoft, Photocopy, Plan Meetings, Professional Services, Program Evaluation, Project/Program Management, Publications, Purchasing/Procurement, Schedule Development, Social Media, Team Player, Telephone Skills, Time Management, Training/Teaching, Twitter, Web Site Monitoring, Word Processing, Writing Skills

LOCATION

Chicago, IL

POSTED

3 days ago

Job Description

The Highlights:

The Department Assistant [D.A.] reports to the Chair of the Department of History of Art & Architecture [HAA] and is the staff member responsible for completing administrative duties that promote the efficient operation of the unit and contribute to the goal of providing quality academic and professional service to its faculty and students. This position maintains the day-to-day operations of the office, organizes all appropriate information, and assists the Chair with academic, financial, and administrative operations. In addition to HAA, this position also supports the Islamic World Studies Program [IWS], the Museum Studies Minor [MSM], and the LGBTQ Program so long as these programs remain housed within Arts & Letters Hall. Programmatic responsibilities will be roughly 70% HAA, 10% IWS, 10% MSM, and 10% LGBTQ.

What You'll Do:

Departmental and Program related duties:
- Write memos, letters, announcements; answer phone and take messages; photocopy office materials, as needed; other departmental related duties as assigned.
- Course schedule planning and implementation. The D.A. inputs all data into the Web Scheduler and monitors PeopleSoft access to facilitate the on-going changes.
- Coordinates all electronic and analog information in the department, including on-line archives and maintaining digital and hard-copy records of budgetary transactions as needed or directed. S/he also coordinates the work organizing all files, records, databases, and faculty evaluations as needed.
  Record and distribute minutes of faculty and committee meetings.
- Support work of committees. Assist in the production and distribution of program publications.
- Liaison between faculty advisors and advisees and assigns students to advisors.
- Helps to maintain the departmental library and the Jaroslav Folda Archive.
- Supports the organization and smooth functioning of the Annual HAA Student Symposium.
Coordinates operating, discretionary and/or grant budgets including daily transactions, procurement transactions including office supplies and equipment. Coordinates the submission of part-time payroll, including generating offer letters, and submits honoraria for faculty/students. 20% Gives budgetary and operational support to faculty, staff and students within the program
Hire, supervise and train student assistants. Scheduling responsibilities for student assistants and organizing work requests. Responsible for timely authorization of time records.
Maintain social media accounts, promoting DePaul University and HAA, as well as sharing appropriate material for students and general public.
Coordinate meetings and events: arranging rooms, scheduling, set-up, catering, flier production and distribution, other publicity as needed.
Create and maintain database with information on departmental alumni. Use accumulated data to assist with program assessment.
Manages program budgets with the Chair of HAA and other directors.

What You'll Need:

Bachelor's degree and at least one year of experience in administration.
Strong organizational and managerial skills.
Strong information management skills including proficiency with word processing and Excel (Microsoft Office, PowerPoint, and Publisher strongly encouraged)
Excellent writing skills.
Strong people skills.
Understanding of Social Media (Twitter, Facebook, Instagram, etc.)
Ability to work independently as well as part of a team.

For consideration, please include a resume and cover letter.

The anticipated hiring range for this position is: $18.70 to 21.98/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

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.

Department Assistant (on-site)

DePaul

Chicago, IL

About the Company

DePaul

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