Administrative Assistant

Depaul University Chicago , IL 60602

Posted 4 weeks ago

Job Details

Job Title

Administrative Assistant

Job ID


Loop Campus

Full/Part Time


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Multicultural Statement

At DePaul University, we are looking for candidates who want to join us in our mission to provide access to education for all. Successful candidates welcome ideas and perspectives from colleagues and students representing a wide variety of cultures, backgrounds, religious beliefs, and experiences. We seek collaborative, open-minded and hard working professionals to work in a real world urban learning environment. Are you exceptional, yet modest and open to challenges? We seek achievers and leaders that want to bring their passion and skills to our well-respected community of approachable colleagues. Build your career with us.

General Summary

The department assistant handles a wide range of administrative support tasks for the Assistant Secretary and the operations of the Office of the Secretary and the Board of Trustees. The successful candidate for this position must be extraordinarily organized and able to work effectively in a team, juggling multiple and varied tasks simultaneously; have strong writing, spelling and proofreading skills; exhibit rigorous adherence to deadlines and time lines, take appropriate initiative; pay meticulous attention to detail; maintain a high level of professionalism and ensure the university is presented to the Board of Trustees and other constituents in a most professional light.

Responsibilities & Duties

  • Provides administrative support for the Office of the Secretary.

  • These administrative functions include but are not limited to performing basic research and data entry; maintaining electronic documents and records; creating drafts of routine correspondence; compiling reports and mailings; reconciling budgets.

  • Conducts special projects as assigned.

  • Provides administrative support for the planning and execution of Board of Trustees meetings and functions, including compiling meeting materials, tracking RSVPs and attendance, placing orders, coordinating with site staff, setting up and breaking down on-site administrative station, staffing check-in table, etc.

  • Manages complex calendars, arranges travel, coordinates meetings and conference calls with particular attention to liaison with University administration, the Board of Trustees, and internal and external constituents.

  • Maintains proper contact information.

  • Prepares and maintains information of a confidential nature such as correspondence, memos, presentations and reports.

  • Assists with daily routine administrative tasks such as data entry, routing mail, making copies, greeting visitors, assisting with phone coverage, etc.

  • Performs other duties as assigned.

Education & Experience

  • Bachelor's degree.

  • Minimum 3 years' experience in complex administrative support positions in a corporate or university setting.

  • Minimum 3 years' experience with Microsoft Office programs, including Outlook, Word, Excel, Power Point.

Financial Responsibilities

  • Assists in departmental purchasing, maintaining and reconciling departmental financial activities.

Other Skills & Abilities Reqd

  • Must demonstrate leadership, organization skills, professional manner, resourcefulness, and an ability to prioritize and manage projects.

  • Excellent verbal and written communications skills, including email and telephone interaction with university executives and Trustees.

  • Strong customer service and excellent organizational skills.

  • Ability to perform multiple tasks simultaneously and become a proficient user of office technology platforms as well as university administrative systems.

  • Ability to analyze, take initiative and follow-through with keen attention to detail.

  • Ability to troubleshoot and support computer hardware and software a plus.

Physical Requirements

  • Must be able to sit for long periods of time and work on computer.

  • Must be able to lift more than 25pounds (i.e. file boxes, computer equipment).

Other Attachments

You may upload other attachments (Transcripts, Portfolios, Writing samples) in the "My Activities" tab of your profile.

Additional Information

  • Requires some evening and weekend work.

  • May require occasional travel.

Salary & Benefits Package:

DePaul offers a comprehensive package including competitive pay and benefits to attract and retain the best talent in order to further the University's mission. For more information, please visit the following pages:

Full Benefits

Part-Time Benefits

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.

Mandated Reporting of Child Abuse & Neglect:

Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:

Illinois Department of Children & Family Services (DCFS)

Illinois Abused and Neglected Child Reporting Act

DePaul University is an Equal Opportunity / Affirmative Action 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.

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Administrative Assistant

Depaul University