Department Assistant (On-site)

DePaul University•Chicago, IL

7d•Onsite

About The Position

The Department Assistant in Writing, Rhetoric, and Discourse (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.

Requirements

Bachelor's degree required.
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.

Nice To Haves

Three or more years of experience working in an academic office setting preferred.

Responsibilities

Coordinate operating, discretionary and/or grant budgets including daily transactions, procurement transactions including office supplies and equipment; hiring paperwork, offer letters, and quarterly payroll for contingent faculty.
Maintain personnel files for all faculty, manage records associated with tenure-line faculty probationary and promotion and tenure review and faculty and staff job searches; assist the Chair and Associate Director of FYW with quarterly course schedule maintenance for all departmental programs; coordinate event planning and technology management.
Maintain and update 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.
Serve as the department's primary contact for Admissions offices and other university and college entities related to curriculum.
Oversee the department's Online Teaching Evaluation system.
Monitor WRDx email during registration and manage X-section enrollments.
Manage the department's contribution to the University Catalog; perform scheduled content updates as directed by Student Records.
Support graduate program (MAWRD, TESOL Certificate) directors' administrative processes: Graduate assistantship applications, Teaching Apprenticeship Program applications, Tuition waivers, Admissions, Advisor Assignments.
Assist department chair as needed, including but not limited to the following: manage search committee documents, serve as liaison to all university and college administration; record and transcribe minutes.
Serve as the department's web manager, maintaining the department's sites in the content management system.
Act as the department's social media manager, creating and distributing content via Facebook, Twitter, LinkedIn, etc., and the department's WordPress blog—in coordination with the Chair and the Graduate Director 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.
Hire, train, and supervise student assistants, student time-sheet approval, and 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.
Maintain office information: Brochures, notices, announcements, bulletin boards, etc.
Receptionist tasks, such as welcoming and directing visitors and inquiries and channeling phone calls to appropriate parties.
Create and manage the department's print and media resources intended for student recruiting and public viewing (flyers, handouts, flat-screen content, etc.).
Coordinate 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.).
Distribute workload, supervise and oversee all department projects, budget management, and hiring/supervision of student workers.
Consult the department chair regularly on budgetary issues and work with the Financial Services liaison in the Controller’s Office.