Office 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 Office Assistant
Job ID 3579
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 University Honor's Program Office Assistant reports to the Associate Director. This position manages the daily operations of the program, provides administrative support to staff and faculty members, and assists students with questions as they arise.

Responsibilities & Duties

  • Completes a variety of administrative and technical tasks.
    • Directs inquiries and visitors to the appropriate staff for detailed information. Provides accurate information about the program to students and visitors.
    • Assists with written/electronic correspondence and helps prepare reports and support materials, including the production and distribution of program publications.
    • Hires, trains, supervises, and processes payments for approximately 10 student assistants.
    • Coordinates department technology.
    • Photocopies office materials
    • Creates and maintains files and departmental databases. Processes course evaluations. Collects/maintains course syllabi.
    • Maintains all Honors Program email resource accounts and the Honors Program D2L site.
    • Maintains and updates databases with student, parent and alumni information.
  • Coordinates event and meeting planning.
    • Manages logistics: including. but not limited to, space reservations and set-up, catering, addressing audio and visual needs, distributing invitations and monitoring RSVPs.
    • Records and distributes minutes of faculty, Honors staff, and committee meetings.
    • Assists with student life programming - activity planning, Honors Student Government, and student committees.
  • 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, including generating offer letters, and submits honoraria for faculty/students.
    • Gives budgetary and operational support to faculty, staff and students within the program.
  • Collaborates with various staff, faculty, and offices in preparation of special projects.
  • Honors Recruitment: Manages campus visits by prospective students, including scheduling class visits, tours, and Honors lunches.
  • Meets with all visiting prospective students and families.
  • Trains and supervises Honors Ambassadors and assists with Admissions process.
  • Provides coverage for Admission events and open houses and assists at Premiere sessions.
  • Must have working knowledge of Honors Program curriculum and procedures.
    • Administers the Ambassador program (around 70 yearly visits), organizes and process housing information for the Honors Floor, keeps track of Honors applications (more than 600 yearly), oversees printing and mailing of student acceptance letters to the Honors Program.
    • Manages the Honors Partnership Program, recording student event attendance and other activities, and alerts Honors Student Government/the program when the students have achieved Partnership, Leadership and Scholar denominations.
    • Manages the faculty nomination process for participants at the Honors Research Conference.
  • Performs other duties as assigned.

Education & Experience

  • Bachelor's Degree OR equivalent experience.

Preferred Requirements

  • Familiarity with the Honor's Program.

Managerial Responsibilities

  • Hires and trains student workers.

Financial Responsibilities

  • Manages program budget with the Honors Program Director.

Other Skills & Abilities Reqd

  • Excellent communication and interpersonal skills.
  • Intermediate to advanced knowledge of Microsoft Office.
  • Able to handle highest level confidential information.
  • Detail oriented.

Other Attachments

You may upload other attachments (Transcripts, Portfolios, Writing samples) in the “My Activities” tab of your profile.

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: 5/25/2019
Application Due: 6/25/2019
Work Type: