Department Assistant (On-site)

DePaul University; Chicago (IL); On-site; USD 24,796 - 30,307; Full time

Benefits offered by this job

Medical benefits

Retirement plan 8%

Tuition waivers

Generous paid time off

Full‑Time Benefits

Job summary

DePaul University in Chicago seeks a Department Assistant for the History of Art & Architecture. The DA will handle day‑to‑day office operations, prepare memos, manage records, and assist the Chair with academic, financial, and administrative tasks. This role also supports related programs within Arts & Letters.

Applicants should have a Bachelor’s degree and strong organizational, writing, and data-management skills. This is a full‑time position with comprehensive benefits.

Qualifications

• Bachelor's degree and at least one year of administrative experience.
• Strong organizational and managerial skills.
• Excellent writing and information management abilities.

Responsibilities

• Write memos, letters, and announcements; answer phones and messages.
• Plan course schedules and input data into the Web Scheduler.
• Coordinate information, maintain records, and prepare minutes of meetings.
• Support committees and assist in program publications.
• Liaise between advisors and students; manage library and archives.
• Organize meetings and events, arrange rooms and catering.
• Develop alumni database and assist with program assessment.
• Manage budgets and supervise student assistants.

Skills

Administration

Organization

Writing

Social media

Microsoft Office

Education

Bachelor's degree

Tools

Excel

Job description

The Highlights

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.

What You'll Do

• Departmental and Program related duties:
  • 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.
  • Coordinate all electronic and analog information in the department, including online archives and maintaining digital and hard‑copy records of budgetary transactions. Also coordinate the work organizing all files, records, databases, and faculty evaluations. 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.
  • Help maintain the departmental library and the Jaroslav Folda Archive.
  • Support the organization and smooth functioning of the Annual HAA Student Symposium.
• Coordinate operating, discretionary and/or grant budgets including daily transactions, procurement transactions including office supplies and equipment. Coordinate the submission of part‑time payroll, including generating offer letters, and submit honoraria for faculty/students. 20% gives budgetary and operational support to faculty, staff and students within the program.
• Hire, supervise and train student assistants. Schedule responsibilities for student assistants and organize 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: arrange rooms, schedule, 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.
• Manage program budgets with the Chair of HAA and other directors.

What You'll Need

• 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.

Perks

• Working for a stable and well‑known University.
• Top choice medical, dental, and vision benefits.
• Retirement plan matching contribution of 8%.
• Tuition waivers for employees and dependents.
• Generous paid time off, sick time, holidays, floating holidays, and more!
• Full‑Time Benefits.

Salary Range

The anticipated hiring range for this position is $18.70 to $21.98/hr. The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

For Consideration

For consideration, please include a resume and cover letter.

Vincentian Mission

Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi‑faith, and inclusive community. We seek to hire collaborative, open‑minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.

Required Background Check

Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.

Equal Opportunity Employment Statement

DePaul University is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.