DePaul University

Job Identification: 740
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.

The Highlights
This position assists the Dean and manages the administrative duties for the Office of the Dean. The Executive Assistant receives and interacts with faculty, staff, students, and visitors in an informed and helpful manner. This position is responsible for maintaining the records of the Dean's Office, including confidential materials. The Executive Assistant manages the Dean's daily schedule and coordinates appointments and correspondence on behalf of the Dean. Additional responsibilities include managing student employment for the entire Theatre School population, performance rights acquisitions for Theatre School productions, managing and tracking the Dean's expenses, as well as handling faculty recruitment/hiring procedures and production contracts for the school. The position works collaboratively as a member of the administrative team.

Is This You?

• Manage the Dean's daily calendar, make necessary meeting and travel arrangements, including coordinating program/planning needs for events (e.g. faculty/staff meetings, retreats and/or special events); process and prioritize incoming materials and compose correspondence on behalf of the dean. Receive and interact productively with faculty, staff, students and visitors in an informed and helpful manner; solve problems; prioritize issues, redirect caller or visitor to more appropriate office on issues which do not require dean's attention. Track the Office of the Dean's expenses in collaboration with the Business Operations Manager.
  
• Manage all Theatre School student employment; includes hiring student employees, monitoring budgets and approving student employee timesheets bi-weekly. Productively work with all TTS faculty/staff supervisors and staff of Office of Student Employment.
  
• Rights acquisitions for season plays, including researching, corresponding, and securing rights with dramatic publishers/agents.
  
• Faculty recruitment and hiring: coordinate faculty search process in collaboration with search committees and working with Associate Dean and business manager. Work with Assistant Dean and Associate Dean to maintain the records of the Office of the Dean, including all materials relating to: faculty searches, personnel records, retention, tenure and promotion, development activities, and various mailings.
  
• Performs other duties as assigned.

Your Education & Experience

• Managerial, entrepreneurial and technological skills needed. Positive interpersonal/people skills essential for this position.
• Self-reliance, ability to work with confidential information in a professional manner, ability to take initiative and attention to detail are critical.
• Self-driven project manager who is able to facilitate between a variety of stakeholders.
• 3-5 years experience in an educational institution preferred.
• Bachelor's degree required, Masters preferred.

Managerial Responsibilities

• This position supervises 1-2 student employees

Financial Responsibilities

• Manage student service budget of $600,000 annually, 100 student worker positions, 40+ supervisors. Responsible for managing procard purchases on behalf of Office of the Dean.

Other Skills & Abilities Required

• Excellent customer service skills
• Advanced skills using Microsoft Outlook, Word, Excel, Access
• 3-5 years secretarial/office experience OR equivalent combination of education and experience
• Appreciation of theatre and/or the arts
  

Additional Information
For consideration, please include a resume and cover letter.

• Some evening and weekend work required in this position.

Perks:

• Working for a stable and well-known University that values diversity and inclusion.
• Medical, dental, and vision benefits.
• Generous paid time off, sick time, holidays, floating holidays, and more!
• Matching retirement plan up to 10%.
• Tuition waivers for employees and dependents!
• 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, including the booster, or having a valid religious or medical reason not to be vaccinated. To request a religious or medical exemption, please email employeerelations@depaul.edu.

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 titleixcoordinator@depaul.edu.

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.

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