PT Department Assistant

DePaul University•Chicago, IL

About The Position

The Part-Time Administrative Support Specialist provides high-level administrative coordination and operational support to a team of four Associate Deans. This role is responsible for managing schedules and logistics, tracking deadlines and follow-ups, coordinating program calendars, and maintaining continuity of institutional knowledge. The position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a dynamic academic environment.

Requirements

Associate’s or Bachelor’s degree (or equivalent experience).
2–4 years of administrative or coordination experience (higher education preferred).
Experience supporting multiple senior leaders or executives.
Familiarity with academic calendars and university administrative processes.
Experience with project tracking tools or shared collaboration platforms.
Proficiency with Microsoft Office (Outlook, Excel, Word) and virtual meeting tools.
Excellent written and verbal communication skills.
Strong organizational and time management skills with the ability to prioritize multiple tasks.
Strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a dynamic academic environment.
Attention to detail and accuracy.
Proactive problem-solving and anticipation of needs.
Discretion in handling sensitive information.
Ability to work independently and collaboratively.
Strong interpersonal skills and professionalism.

Responsibilities

Manage complex calendars for four Associate Deans, scheduling meetings, events, and appointments across multiple stakeholders.
Coordinate logistics for meetings, including room reservations, virtual meeting links, materials preparation, and agendas.
Support planning and execution of internal and external events (e.g., faculty meetings, program events, retreats).
Track action items arising from meetings and ensure timely follow-up with relevant stakeholders.
Maintain systems to monitor deadlines for academic, administrative, and program-related initiatives.
Send reminders and provide status updates to Associate Deans as needed.
Maintain and regularly update a centralized program calendar across multiple units or departments.
Ensure alignment across academic schedules, events, and key institutional deadlines.
Identify and flag scheduling conflicts or overlaps proactively.
Maintain organized records of key decisions, processes, timelines, and historical context.
Develop and update shared resources, trackers, and documentation to support continuity of operations.
Serve as a point of reference for past practices, ensuring consistency and efficiency across leadership initiatives.
Support preparation of reports, presentations, and communications.
Assist with data entry, document management, and administrative workflows.
Provide ad hoc support for special projects and initiatives led by Associate Deans.