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 Executive Assistant
Job ID 3633
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 Executive Assistant is responsible for managing the administrative duties of the Dean’s Office, providing support to executive-level committees within the College of Education; managing recruitment, review, on-boarding and exit procedures for faculty, staff, and student employees, overseeing the production of reports and communication pieces, and serves as a first point of contact and liaison to the university and community to ensure that the strategic goals of the College of Education and the university are met and upheld.

Recruiter Name & Salary Grade

The recruiter for this job is Jenn Greco.

The salary grade for this job is S07.

Responsibilities & Duties

• Manage the administrative duties of the Dean’s Office in the College of Education:
  
  • Responsible for such functions as scheduling meetings and appointments for the dean, screening emails, mail, telephone calls and visitors; answering routine questions, and providing information as needed to internal and external inquiries.
    
  • Monitor the dean's calendar: facilitate communications with both external and internal parties on the dean's behalf, collect/distribute necessary documents, and review calendar for any discrepancies.
    
  • Act as the dean's liaison to the university's administration and administrative committees such as Joint, Academic, and Deans Council.
    
  • Supervise and monitor the work of student employees assigned to the Dean’s Office.
    
  • Manage and organize Dean's Office records and archival
    
• Provide administrative support to executive-level and college-wide committees within the College of Education:
  
  • Support the work of the College of Education’s Deans and Chairs meeting, which meets bi-monthly: compile agenda items, take minutes, prepare and distribute documents, facilitate communication, manage email listserv, and oversee the committee's representation on the Faculty & Staff Resources website.
    
  • Support the work of college’s standing committees: reserve meeting space, order catering, prepare, edit, distribute, and archive documents, and act as the dean's liaison to committee members.
    
  • Support the work of the College’s Faculty Council: reserve meeting space, archival of committee meeting minutes, take minutes at monthly faculty meeting, assist with Faculty handbook revision, supplies for meetings, catering, and serve as the dean’s liaison to the committee
    
• Coordinate faculty and staff recruitment and review processes:
  
  • Coordinate faculty searches including obtaining search approval, drafting and posting position advertisement, monitoring applications, assisting with interview and selection process, and facilitate on-boarding processes in consultation with faculty search committee, Academic Affairs, Dean, and Dean’s Office staff.
    
  • Assist with compiling data and submitting annual and ad hoc reports for faculty planning
    
  • Full oversight of part-time faculty online application system and coordinate hiring procedures with department assistants and program faculty
    
  • Support college and department committees with faculty tenure and promotion process
    
  • Support department chairs with faculty annual performance review processes
    
  • Oversee the annual review process and track paid-time off for Dean’s direct reports
    
  • Oversee the annual review process for part-time faculty and serve as liaison to Academic Affairs
    
  • Serve as the College’s liaison to Human Resources for matters such as leave requests, benefits, and retirement
    
• Oversee the production of reports and communications pieces:
  
  • Write and produce internal and external reports and communication pieces: annual report, end of year report, monthly Provost report, progress reports
    
  • Write and edit communications pieces on behalf of the Dean, such as recommendation letters, letters/emails to prospective and admitted students and support letters for program development
    
  • Implement the quarterly production of the Dean’s Office newsletter, Good News, and other communications to publicize the accomplishment of faculty, staff and students
    
  • Work closely with the College of Education development office on development initiatives and promotional collateral such as talking points, stewardship and cultivation communications, development briefs, and the College of Education’s alumni publication, Action in Education
    
  • Compose, edit and coordinate collaboration (get approvals) for all Dean’s office correspondence, proposals, reports and documents.
    
  • Work closely with the College of Education web developer to ensure all content is up to date.
    
  • Manage the College of Education Faculty & Staff Resources website and administrative calendar.
    
• Plan various College of Education events:
  
  • Coordinate College of Education events including the annual welcome and end of year events, quarterly forums, faculty and staff meetings, annual Celebrating Teachers Reception, and other events throughout the year. Responsibilities include securing space, creating/sending invitations, tracking RSVPS, ordering catering and processing honorariums and parking reimbursements.
    
• Performs other duties as assigned:
  
  • Consists of some duties from the eliminated Operations Coordinator position, including computer management as required at the college level, building key management, and work order/building maintenance for the dean's direct reports.
    

Education & Experience

• Bachelors degree required.
  
• 3-5 years experience in an office environment.
  
• Previous experience working with administration in higher education.
  
• Proven experience working with culturally diverse populations.
  
• Previous experience in Human Resources, recruitment or similar field.
  
• Previous experience managing events.
  

Preferred Requirements

• Master's degree.

Managerial Responsibilities

• Oversees the work of student support staff in the Dean's Office delegating projects, monitoring hours and approving timesheets.
  

Financial Responsibilities

• Responsible for monitoring Dean's Office student service funds (approx. 12,000) and serves as a proxy for budgetary approval for the Dean (both in consultation with Business Office Manager).
  

Other Skills & Abilities Reqd

• Knowledge
  
  • Proven experience in corporate management and/or educational administration organization and integrating systems within multicultural environment.
    
  • Knowledge of DePaul University Policies and Procedures.
    
  • Knowledge of the DePaul University Strategic Plan.
    
  • Knowledge of or experience in Human Resources, recruitment, or similar field.
    
• Skills
  
  • Excellent organizational skills.
    
  • Exemplary oral and written communication skills, with strong proofreading and editing abilities.
    
  • Demonstrated competency in Windows and Microsoft Office.
    
  • Customer-service oriented.
    
  • Effective follow through.
    
  • Proven experience in managing multiple projects and competing deadlines.
    
  • Supervisory skills.
    
• Abilities
  
  • Ability to interact effectively with all levels of university faculty, staff and administration.
    

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:
Employment at

PI111428564