DePaul University Hiring for Sr Administrative Assistant at Chicago, IL Full Time

The Highlights:

The Sr. Administrative Assistant is responsible for providing administrative and clerical support to the department chair/associate chair, and faculty within the department. In addition, they manage departmental records and communications, part-time faculty hiring and on-boarding, and supervise student employees and graduate assistants within the department.

What You’ll Do:

• Administrative Support to Department Chair/Associate Chair/Faculty
  a. coordinate department meetings logistics (agendas, room reservations, online set-up, etc.) in collaboration with the department chair, and take meeting minutes.
  b. responsible for administrative requests and the collection of data for reports (i.e. as requested by the dean/department chair/associate chair/program leaders.
  c. assist with course scheduling.
  d. work order processing for faculty courses (copying, scanning, article searches, etc.).
• Departmental Records and Communications Management
  a. maintain the department files and archives.
  b. collect and record faculty office hours, syllabi, and contact information.
  c. prepare and execute departmental correspondence to faculty, staff, and/or students at the request of the chair.
• Part-Time Faculty Staffing
  a. work with program leaders and department chairs to determine part-time faculty hiring needs, and communicate with part-time faculty selected for hire for scheduling on-boarding.
  b. conduct part-time faculty on-boarding session with new faculty and reach out to appropriate staff to provide access to needed systems (W drive, mailbox, copy access).
  c. create payroll spreadsheets and distribute letters of agreement.
• Manage Student Employees
  a. hire, on-board, and train student workers and graduate assistants for the department.
  b. coordinate student worker schedules.
  c. conduct regular periodic reviews, provide professional development, and execute progressive discipline as needed.
  d. track budget for student employees.

What You’ll Need:

• Bachelor’s degree or 2 or more years of relevant experience.
• Proficient in a variety of software and technology including Microsoft Office Suite (Word, Excel, PowerPoint), Outlook.
• Knowledge of office procedures.
• Demonstrated competency in using technology utilized by DePaul University and the College of Education.
• Excellent communication skills: oral, written, listening.
• Excellent organizational skills.

Perks:

• 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!
• Full-Time Benefits

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.

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  

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.