Department Assistant (On-site)

at DEPAUL UNIVERSITY in Chicago, Illinois, United States

Job Description

The Department Assistant reports to the Chair of the Department of Philosophy and also to the Chair of Criminology. This position manages the daily operations of both Philosophy and Criminology, provides administrative support to full-time/part-time faculty members and Graduate Students/Teaching Fellows, and assists students with questions as they arise in both units. Approximately 40% of the Department Assistant's time will be allocated to Criminology.
60% of this staff member's time per week is dedicated to Philosophy, while 40% of the Department Assistant's time will be allocated to Criminology.

What You'll Do:

• Provides administrative support.
  • Direct inquiries and visitors to the appropriate staff for detailed information. Provide accurate information about the department to students and visitors.
  • Assists with written/electronic 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.
  • Creates schedules, delegates work, and approves hours of student assistants. Hires and trains student workers.
  • Manages calendars, schedules and space - including Philosophy Events Page and front desk monitor.
  • Maintains the FAM Tool (Security Swipe System), Work Order system, and office key log.
• Coordinates operating, discretionary and/or grant budgets including daily transactions, transactional procurement transactions including office supplies and equipment. Coordinates the submission of part-time payroll.
  • Gives budgetary, conference, and operational support to faculty, staff, and students within the departments; including the Philosophy Today Journal.
• Collaborates with various staff, faculty, and offices in preparation of special projects.
  • Maintains and coordinates marketing materials for various events.
  • Manages the content and design of departmental Web sites to keep them accurate and current and updates to social media accounts.
  • Updates the University Scheduling system with classes for both CRIM and PHL.
• Conducts event and meeting planning.
  • Manages logistics: including. but not limited to, space reservations, catering, addressing audio and visual needs, and monitoring RSVPs.
  • In concert with the LAS Budget Office, completes contracts with speakers, travel arrangements, and short/long-term housing needs.
  • Manages events on the DePaul University Events Page.
• Provides administrative support to the Director of Graduate Programs and the Director of Undergraduate Programs, PHL.
  • Assists with meetings of the Graduate Affairs Committee and the meetings of the Undergraduate Affairs Committee.
  • Assist with prospective student recruitment, coordinate prospective student visits and faculty/student interviews.
  • Organize annual student reviews, maintain the student database, and reconcile graduate student accounts quarterly.
  • Update University Catalog pages as necessary.
• Train and supervise student assistants to perform departmental s
  
  

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  DePaul University is an Equal Opportunity Employer and does not discriminate against any applicants for employment based on their race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, physical or mental disability, genetic information, veteran status, uniformed service member status, or any other status protected by law.