Sr. Department Assistant

Job description

DePaul University

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.

Job Title Sr. Department Assistant
Job ID 3576
Location Lincoln Park Campus
Full/Part Time Full-Time
Regular/Temporary Regular

Multicultural Statement

At DePaul University, we are looking for candidates who want to join us in our mission to provide access to education for all. Successful candidates welcome ideas and perspectives from colleagues and students representing a wide variety of cultures, backgrounds, religious beliefs, and experiences. We seek collaborative, open-minded and hard working professionals to work in a real world urban learning environment. Are you exceptional, yet modest and open to challenges? We seek achievers and leaders that want to bring their passion and skills to our well-respected community of approachable colleagues. Build your career with us.

General Summary

The Sr. Department Assistant reports to the Chair of Political Science. This position manages the daily operations of the department, provides administrative support to full-time and part-time faculty members, and assists students with questions as they arise.

Responsibilities & Duties

  • Completes a variety of specialized administrative and technical tasks, which may involve compiling/arranging data, troubleshooting equipment, and conducting special analytical projects/generating reports.
    • Makes day-to-day decisions for the department.
    • Acts as a liaison to IS for technology support in the department.
    • Maintains all electronic and analog information in the department, including technology inventories, on-line archives, and maintaining digital and hard-copy records of budgetary transactions as needed or directed.
    • Coordinates the work of organizing all files, records, databases, and faculty evaluations as needed.
  • Coordinates operating, discretionary and/or grant budgets including daily transactions, transactional procurement transactions including office supplies and equipment with the Financial Services Liaison in the Controller’s Office.
  • Coordinates the submission of part-time payroll.
    • Gives budgetary and operational support to faculty, staff and students within department.
  • Collaborates with various staff/faculty and departments in preparation of special projects.
    • Assists the Department Chair with course scheduling.
    • Maintains and coordinates marketing materials for various events.
    • Maintains the FAM Tool (Security Swipe System).
    • Manages the content and design of the departmental Web site to keep it accurate and current.
  • Hires and manages student assistant[s].
    • Processes new hires, approves payroll, and coordinates special projects for the student assistant[s].
  • Coordinates travel and meeting arrangements for faculty search candidates and for student groups, such as Model United Nations; coordinates the planning of special events.
  • Performs other duties as assigned.

Education & Experience

  • At least 3 years general office/supervisory experience.

Preferred Requirements

  • Bachelor's degree.

Managerial Responsibilities

  • Hires, trains, and supervises 1-2 student employees.

Financial Responsibilities

  • Consults the department chair regularly on budgetary issues and works with the Financial Services liaison in the Controller’s Office.
  • Keeps track of expenditures and projects year end spending.

Other Skills & Abilities Reqd

  • 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, particularly Excel.
  • Excellent people skills that extend to working with full-time & part-time faculty members, student majors and minors, and visitors & speakers.

Other Attachments

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Additional Information

Salary & Benefits Package:
DePaul offers a comprehensive package including competitive pay and benefits to attract and retain the best talent in order to further the University's mission. For more information, please visit the following pages:
Full Benefits
Part-Time Benefits

Required Background Check:
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Job No:
Posted: 5/23/2019
Application Due: 6/27/2019
Work Type: