Department Assistant (On-site)

DePaul University•Chicago, IL

21h•$23 - $25•Onsite

About The Position

This position reports primarily to the Department Chairs of Latin American and Latino Studies (LALS) and African and Black Diaspora (ABD) with secondary reporting to the Directors of the Center for Latino Research (CLR) and The Center for Black Diaspora (CBD). The staff member's time is divided among these four areas, as follows: 40% each to the academic units and 10% each to the centers. Expected work hours are 9am-5pm, with occasional events and meetings after 5pm. For the two departments, responsibilities of this position include scheduling courses and their cross lists with other units, consulting with managers on budgetary issues, processing adjunct hires as necessary, submitting payments, managing office duties on a day-to-day basis, producing meeting minutes for the four units, managing student assistants, working on the units’ newsletters, and maintaining files and records for the four units. Responsibilities also include ordering office supplies, coordinating programming events, generating flyers for events, updating listservs and unit websites. For the two centers, the staff member will consult with managers and Assistant Directors on budgetary issues. The staff member must ensure that all responsibilities for each are up-to-date and completed in a timely manner. Provides administrative support for smooth ABD and LALS Department operations. Responsibilities include, but are not limited to: Direct inquiries and visitors to the appropriate staff for detailed information. Assists with correspondence and helps prepare reports and support materials. Assists with the faculty recruitment process [full and part-time], promotion and tenure, faculty merit review, and the maintenance of personnel files. Records and prepares departmental minutes. Manages departmental office spaces and inventory of office supplies. Creates newsletters, flyers and other promotional advertisements for courses, events, etc. Maintains web site content and design and updates to social media accounts as needed. Maintain department contact lists, and information databases including current student and alumni lists to assist with outreach activities. Handles department scheduling in concert with department chair. Maintains the FAM Tool (Security Swipe System), Work Order system, and office key log. Participates in the hiring of and training student assistants. Creates schedules, delegates and monitors student work, and approves hours of student assistants. Manages part-time faculty payroll Collaborates with various staff/faculty, departments, and offices in preparation of special projects. Manage all event and guest speakers logistics including catering, contracts, room reservations, etc. Coordinate and cross promote evens with offices and affiliated units throughout the university Manage events on DPU's calendar/website Center and Department Budget Management Coordinates operating, discretionary and/or grant budgets including daily transactions, scholarships, and transactional procurement transactions including office supplies and equipment. Gives budgetary, conference, and operational support to faculty, staff, and students. Initiate and follow through on processing transfers, invoices, honoraria, payments, etc. according to accepted LAS and University policies and practices. Manages, in coordination with department chair, department operating and/or discretionary budgets including daily transactions, procurement, and monthly reconciliation of financial reports for Chair’s approval. Maintain updated projected budget spreadsheets accounting for all pending items. Oversee and ensure maintenance of accurate and timely budget transaction reconciliations for all administrative budgets. Responsible for accurate and up-to-date budget files. Distribution of workload, supervision and oversight of all department projects, budget coordination, and hiring/supervision of student workers. Consults the department chair and center director regularly on budgetary issues and works with the Financial Services liaison in the Controller's Office when needed. Often programs are scheduled late afternoon and early evening, on rare occasion Saturdays. Occasionally this position will assist with moving boxes of publications - dollies and carts are provided for this, as well as staffing assistance.

Requirements

High school diploma required
At least 3 years office administrative experience required
Excellent command of English skills
Ability to problem-solve, and complete tasks independently as well as in a group
Organizational skills, time management, and the ability to multitask
Excellent written, verbal, and interpersonal skills
Proficiency in Word, Excel, Powerpoint, website content management systems (such as Sharepoint), Microsoft Office Suite and other systems
Must pass a background check

Nice To Haves

Bachelor's degree in Humanities or Social Sciences preferred
Knowledge of Spanish helpful

Responsibilities

Scheduling courses and their cross lists with other units
Consulting with managers on budgetary issues
Processing adjunct hires
Submitting payments
Managing office duties on a day-to-day basis
Producing meeting minutes for the four units
Managing student assistants
Working on the units’ newsletters
Maintaining files and records for the four units
Ordering office supplies
Coordinating programming events
Generating flyers for events
Updating listservs and unit websites
Directing inquiries and visitors to the appropriate staff
Assisting with correspondence and preparing reports and support materials
Assisting with faculty recruitment, promotion and tenure, and faculty merit review
Maintaining personnel files
Managing departmental office spaces and inventory of office supplies
Creating newsletters, flyers and other promotional advertisements
Maintaining website content and design
Updating social media accounts
Maintaining department contact lists and information databases
Handling department scheduling
Maintaining the FAM Tool (Security Swipe System), Work Order system, and office key log
Participating in the hiring of and training student assistants
Creating schedules, delegating and monitoring student work, and approving hours of student assistants
Managing part-time faculty payroll
Collaborating with various staff/faculty, departments, and offices in preparation of special projects
Managing all event and guest speakers logistics including catering, contracts, room reservations
Coordinating and cross promoting events with offices and affiliated units
Managing events on DPU's calendar/website
Coordinating operating, discretionary and/or grant budgets
Giving budgetary, conference, and operational support to faculty, staff, and students
Initiating and following through on processing transfers, invoices, honoraria, payments
Managing department operating and/or discretionary budgets including daily transactions, procurement, and monthly reconciliation of financial reports
Maintaining updated projected budget spreadsheets
Overseeing and ensuring maintenance of accurate and timely budget transaction reconciliations
Maintaining accurate and up-to-date budget files
Supervising and overseeing all department projects
Consulting the department chair and center director regularly on budgetary issues
Working with the Financial Services liaison in the Controller's Office
Assisting with moving boxes of publications