Sr. Administrative Assistant (Hybrid)

DePaul University•Chicago, IL

16h•Hybrid

About The Position

The Sr. Administrative Assistant for the School of Design will work closely with the School Director, Associate Directors, and faculty committees to perform administrative support duties that further the mission of the School of Design. This role involves managing day-to-day administrative functions, coordinating meetings, maintaining records, triaging inquiries, assisting with onboarding, managing travel, supporting budget administration, and handling general office duties. Additionally, the position supports communications for the School of Design, including managing D2L sites, updating website pages, and communicating opportunities to students. It also involves assisting with community building, outreach activities, special initiatives, and providing administrative support for faculty committees, including those for personnel reviews and faculty recruiting. The role is responsible for monitoring and tracking a Departmental Operating Budget of approximately $125,000.

Requirements

Bachelor’s degree or equivalent experience required.
2-5 years of related office experience required.
Excellent communication, organizational and interpersonal skills required.

Nice To Haves

2-5 years of experience in a customer service-related role preferred.
Knowledge of graduate and undergraduate programs preferred.
Experience managing budgets and processing reimbursements preferred.
Interest in design and/or design education preferred.

Responsibilities

Manage the day-to-day administrative functions and tasks for the School Director and Associate Directors.
Arrange internal and external meetings and appointments by scheduling times and reserving rooms, coordinating activities, and taking meeting minutes.
Create and maintain school files and databases and prepare reports as needed.
Triage inquiries from faculty, students, and other internal or external parties.
Coordinate with the Operations Manager new faculty onboarding and set up.
Manage travel arrangements and reimbursements for visitors including candidates for faculty positions and serve as backup hospitality contact.
Support the Director in administering the school budget, purchases, and reimbursements.
Help with administration of student staff assigned to school specific duties.
Handle general office duties.
Support the administration of communications for the School of Design.
Oversee the development and continued management of the School of Design School Central D2L site and communication of events and opportunities for students.
Assist with management and updating of School of Design website pages.
Communicate internship/job/special opportunities to students, in coordination with faculty, Career Center, and other departments.
Support the administration of community building, outreach activities, and special initiatives.
Coordinate with the school administration and faculty and the college event planner to plan, organize, and promote events.
Assist with contracts, service agreements, and payments related to events and initiatives.
Assist the School Director and faculty with special initiatives such as student competitions, grants, awards, etc.
Provide administrative support for faculty committees.
Schedule committee and school faculty meetings and handle catering orders, invitation and reminder emails, calendar entries, preparing meeting materials, room setup, etc.
Assist personnel committee and director with administrative tasks related to faculty reviews.
Assist faculty recruiting committee, including getting quotes from ad venues, posting ads, arranging meetings and booking rooms for on-campus interviews, etc.
Assist faculty committees by coordinating activities/events/surveys, etc.
Responsible for monitoring and tracking Departmental Operating Budget of approximately $125,000.