Job Identification: 341 Locations: , , , , Job Schedule: Full time Job Category: Office & Admin Support
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.
General Summary The Department Assistant [D.A.] reports to the Chair of the Department of History of Art & Architecture [HAA] and is the staff member responsible for completing administrative duties that promote the efficient operation of the unit and contribute to the goal of providing quality academic and professional service to its faculty and students. This position maintains the day-to-day operations of the office, organizes all appropriate information, and assists the Chair with academic, financial, and administrative operations. In addition to HAA, this position also supports the Islamic World Studies Program [IWS], the Museum Studies Minor [MSM], and the LGBTQ Program so long as these programs remain housed within Arts & Letters Hall. Programmatic responsibilities will be roughly 70% HAA, 10% IWS, 10% MSM, and 10% LGBTQ.
Responsibilities & Duties
Departmental and Program related duties
Write memos, letters, announcements; answer the phone and take messages; photocopy office materials, as needed; other departmental-related duties as assigned.
Course schedule planning and implementation.
The D.A. inputs all data into the Web Scheduler and monitors PeopleSoft access to facilitate the ongoing changes.
Coordinates all electronic and analog information in the department, including online archives and maintaining digital and hard-copy records of budgetary transactions as needed or directed.
They also coordinates the work organizing all files, records, databases, and faculty evaluations as needed.
Record and distribute minutes of faculty and committee meetings.
Support work of committees.
Assist in the production and distribution of program publications.
Liaison between faculty advisors and advisees and assigns students to advisors.
Helps to maintain the departmental library and the Jaroslav Folda Archive.
Supports the organization and smooth functioning of the Annual HAA Student Symposium.
Coordinates 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.
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.
Hire, supervise and train student assistants.
Scheduling responsibilities for student assistants and organizing work requests. Responsible for timely authorization of time records.
Maintain social media accounts, promoting DePaul University and HAA, as well as sharing appropriate material for students and the general public.
Coordinate meetings and events: arranging rooms, scheduling, set-up, catering, flier production and distribution, other publicity as needed.
Create and maintain a database with information on departmental alumni. Use accumulated data to assist with program assessment.
Performs other duties as assigned.
Education & Experience
Bachelor's degree and at least one year of administrative experience.
Hire, supervise and train student assistants.
Prepare hiring papers for student assistants.
Scheduling responsibilities for student assistants.
Responsible for timely authorization of time records.
Other Skills & Abilities Required
Strong organizational and managerial skills.
Strong information management skills including proficiency with word processing and Excel (Microsoft Office, PowerPoint, and Publisher strongly encouraged)
Excellent writing skills.
Strong people skills.
Understanding of Social Media (Twitter, Facebook, Instagram, etc.)
Additional Information For consideration, please include a resume and cover letter.
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-Time Benefits Part-Time Benefits
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 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.