Sr. Administrative 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. Administrative Assistant
Job ID 3769
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 Department Assistant (DA) of the Counseling and Special Education Department (CSE) is responsible for the administrative and clerical support to the chair, associate chair, program leaders, full and part-time faculty. The DA oversees student workers and graduate assistants, and manages ongoing projects and daily tasks. The DA provides phone coverage, maintains budget, calendars and files, schedules and coordinates meetings, monitors facilities, equipment, and expenses, and facilitates support for faculty teaching, research and service. The DA is the primary department contact with students to serve assorted instruction related needs and manages the schedule and process with the Associate Chair.

Responsibilities & Duties

Provide Administrative support for the department

  • Oversee daily office activities, ranging from copies to student inquiries, with the assistance of the student workers.
  • Manage academic schedule process for department in coordination with Associate Chair, communicate changes to Dean's Office.
  • Maintain department internal communication (TGIF email, CSE Newsletter).
  • Maintain budget and process faculty expenses for department, providing ad hoc budget at department meetings or as needed.
  • Coordinate hiring process of part-time faculty for department, including hiring packets, degree verification and a quarterly department orientation in coordination with Associate Chair.
  • Coordinate hiring process of student workers, once hired train, supervise and develop skills of student workers.
  • Maintain files and archives, including adjunct personnel files and graded student work, with the assistance of student workers in compliance with University records management policy and FERPA.
  • Attend all Department Meetings and other meetings as required by the Chair. Be responsible for creating and sharing agenda, taking minutes and filing digital copies of approved minutes.
  • Coordinate and assist with meetings, retreats, and events including reservations, catering, equipment/room deco, agenda, invite lists, invitations, announcements, web posting, posters, flyers, badges and programs, RSVPs, handouts/packets, speakers, entertainment, parking, minutes, billing and invoices, media, etc. for department.
  • Liaise with Operations Coordinator to monitor the facilities (copier, network printers) and equipment (supplies such as ink, pens) for department.
  • Collaborate with the Dept. Chair and Associate Chair to create new work flows or undertake new department initiatives as needed.
  • Coordinate and monitor Department website for accuracy and upload changes as necessary/directed by Chair.

Faculty Assistant to Faculty
  • Support faculty teaching, research, and service by coordinating graduate assistants' and student workers' schedules. This includes delegating copies, scans and desk copies to student workers and delegating literature reviews and data analysis to graduate student assistants.
  • Providing small touch ups for faculty course materials, such as updating dates, adding a background to powerpoint presentations, etc.
  • Process student evaluations of faculty instruction.
  • Coordinate storage, handling, and distribution of faculty materials for Tenure and Promotion. Ensure graduate student support as needed throughout this process.
  • Train, supervise, and monitor student workers. Set quarterly schedules, approve hours worked biweekly.
  • Provide logistical support for the work of the Graduate Assistants (GA), including but not limited to scheduling, monitoring work completion for faculty requests, and coordinating GA work with the broader operations of the department.

Administrative Assistant to the Chair, Associate Chair
  • Provide primary clerical support and be well-versed in taking minutes and preparing reports, including but not limited to the Teaching Learning Assessment Report and the Department Annual Report. In addition, the individual will assist with correspondence for department.
  • Manage calendar appointments and meetings and assist with meeting preparation.
  • Assist with various administrative tasks.
  • Meet/check-in as needed with Chair and Associate Chair.
  • Provide an email with daily or weekly activities to Department Chair.
  • Performs special projects as assigned.
  • Assists in planning and executing special projects and major events.
  • Assume responsibility for special projects/assignments.
  • Performs other duties as assigned.

Education & Experience

  • Three or more years of office experience or combination of experience and training.
  • Capacity to work well with culturally diverse populations.
  • Basic understanding of FERPA.

Preferred Requirements

  • Bachelor's Degree.

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

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Job No:
Posted: 10/19/2019
Application Due: 11/20/2019
Work Type: