Department Assistant (on-site)

DePaul University•Chicago, IL

16h•$19 - $22•Onsite

About The Position

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.

Requirements

Bachelor's degree and at least one year of experience in administration.
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.)
Ability to work independently as well as part of a team.

Responsibilities

Write memos, letters, announcements; answer 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 on-going changes.
Coordinates all electronic and analog information in the department, including on-line archives and maintaining digital and hard-copy records of budgetary transactions as needed or directed. S/he 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. 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 general public.
Coordinate meetings and events: arranging rooms, scheduling, set-up, catering, flier production and distribution, other publicity as needed.
Create and maintain database with information on departmental alumni. Use accumulated data to assist with program assessment.
Manages program budgets with the Chair of HAA and other directors.