Job Identification: 883 Locations: , , , , Job Schedule: Full time Job Category: Office & Admin Support
The Department Assistant II in WRD reports to the chairperson and provides general management/supervision of the day-to-day operations of the departmental office. This position assists the chair, facilitates routine academic business for 18 full -time and 50+ part-time faculty members, executes event planning, and manages technology resources. Hiring/managing student assistants, the execution of routine curricular activities and student services, and managing the department's digital content [website and social media platforms] are also essential responsibilities in this position. The Department Assistant responds to faculty, student, and public inquiries as they arise.
What You'll Do:
Office management and implementation of daily, weekly, quarterly, and annual routines of the department: • coordinating operating, discretionary and/or grant budgets including daily transactions, procurement transactions including office supplies and equipment with the Financial Services Liaison in the Controller's Office • hiring paperwork, offer letters, and quarterly payroll for contingent faculty • maintaining personnel files for all faculty, managing records associated with tenure-line faculty probationary and promotion and tenure review and faculty and staff job searches • assisting the Chair and Associate Director of FYW with quarterly course schedule maintenance for all departmental programs • event planning and technology management
Curricular Support • Maintaining and updating all curricular records via institutional systems including those in Campus Connect (assigning advisors; dropping/adding students); Tableau; and in Google docs related to job description, such as the WRD Student Program Database • Serving as the department's primary contact for Admissions offices and other university and college entities related to curriculum • Overseeing the department's Online Teaching Evaluation system • Monitoring WRDx email during registration and manages X-section enrollments • Managing the department's contribution to the University Catalog; performs scheduled content updates as directed by Student Records • Supporting graduate program (MAWRD, TESOL Certificate) directors' administrative processes: o Graduate assistantship applications, Teaching Apprenticeship Program applications, Tuition waivers, Admissions, Advisor Assignments
Assists department chair as needed, including but not limited to the following: • managing search committee documents • serving as liaison to all university and college administration • recording and transcribing minutes of department meetings and graduate faculty meetings • oversight and execution of Contingent Faculty Elections - executes voting procedures for the department's contingent faculty representative and First-Year Writing committee members as specified in department's Bylaws
Managerial/Supervisory Responsibilities - is responsible for hiring/training student assistants, student time-sheet approval, and overseeing tasks delegated to student worker/s including, but not limited to: •maintaining spreadsheets for faculty office hours, offices, contact information •photocopying and scanning •sorting and distributing mail for 60-70 faculty •maintaining office informationbrochures, notices, announcements, bulletin boards, etc •receptionist tasks, such as welcoming and directing visitors and inquiries and channeling phone calls to appropriate parties
Marketing • Creates and manages the department's print and media resources intended for student recruiting and public viewing (flyers, handouts, flat-screen content, etc.) • Designs routine marketing and recruitment materials for department programs, classes, and events (flyers, posters, postcards, flat screen slides, etc.) • Works collaboratively with faculty members and committee chairs as necessary to create promotional materials (flyers, invitations, postcards etc.) for events
Digital Content Management • Serves as the department's web manager, maintaining the department's sites in the content management system (Sharepoint) • Acts as the department's social media manager, creating and distributing content via Facebook, Twitter, LinkedIn, etc., and the department's WordPress blogin coordination with the Chair and the Graduate Director • Maintains the department's printed materials, to include copies of all items distributed in the department and at graduate and undergraduate prospective student events
Distribution of workload, supervision and oversight of all department projects, budget management, and hiring/supervision of student workers.
Consults the department chair regularly on budgetary issues and works with the Financial Services liaison in the Controller's Office.
What You'll Need:
Bachelor's degree required. Three or more years of experience working in an academic office setting preferred.
Advanced knowledge of MS office necessary, as well as a desire to expand skills in in a continually developing environment of communication technology.
Thorough knowledge of the university's administrative practices and procedures.
Excellent communication and interpersonal skills, speaking and writing - must be diplomatic.
Able to handle confidential information and be detail oriented .
Dedication to continuous process improvement.
Working for a stable and well-known University that values diversity and inclusion.
Top choice medical, dental, and vision benefits.
Retirement plan matching contribution of 10%.
Tuition waivers for employees and dependents.
Generous paid time off, sick time, holidays, floating holidays, and more!
For consideration, please include a resume and cover letter.
Diversity and Inclusion Statement: 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.
Required COVID-19 Vaccination: Employment at DePaul University is contingent upon receiving all recommended doses of the COVID-19 vaccine, including the booster, or having a valid religious or medical reason not to be vaccinated. To request a religious or medical exemption, please email [email protected]
Mandated Reporting of Child Abuse & Neglect: Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages: Illinois Department of Children & Family Services (DCFS) Illinois Abused and Neglected Child Reporting Act
Title IX Contact Information Federal Title IX policy requires that all colleges and universities make known the contact information for the person responsible for coordinating its efforts to comply with Title IX responsibilities. The Title IX Office is on the Lincoln Park campus on the 3rd floor of the Student Center, 2250 N. Sheffield Avenue. The Title IX Office can be reached at 312-362-8970 or [email protected]
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.
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. 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.