Office Assistant - Chicago, United States - DePaul University

DePaul University

Verified Company

Chicago, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

The Highlights:

Responsible for the smooth administrative coordination of the Department of African and Black Diaspora Studies (ABD) and the Center for Black Diaspora (CBD).

Manager of record is ABD Chair but will report to managers of both ABD and CBD. Also serves as office assistant for the Center for Black Diaspora. Position is split 65% in ABD and 35% CBD.

What You'll Do:

Provides administrative support for smooth ABD Department operations.

ABD responsibilities include, but are not limited to:
Direct inquiries and visitors to the appropriate staff for detailed information. Provide accurate information about the ABD department to students and visitors.
Assists with correspondence and helps prepare reports and support materials.
Assists with the faculty recruitment process [full and parttime], promotion and tenure, faculty merit review, and the maintenance of personnel files.
Records and prepares departmental minutes.
Manages ABD departmental office spaces and inventory of office supplies.
Creates flyers and other promotional advertisements for courses, events, etc.
Maintains ABD web site content and design and updates to social media accounts as needed.
Maintain ABD department contact lists, and information databases including current student and alumni lists to assist with outreach activities.
Handles ABD department scheduling in concert with department chair.
Maintains the FAM Tool (Security Swipe System), Work Order system, and office key log.
Participates in the hiring of and training student assistants for ABD. Creates schedules, delegates and monitors student work, and approves hours of student assistants.
ABD Department Budget Management
Coordinates operating, discretionary and/or grant budgets including daily transactions, scholarships, and transactional procurement transactions including office supplies and equipment with the Financial Services Liaison in the Controller's Office.
Gives budgetary, conference, and operational support to faculty, staff, and students within the ABD department.
Initiate and follow through on processing transfers, invoices, honoraria, payments, etc. according to accepted LAS and University policies and practices.
Manages, in coordination with department chair, department operating and/or discretionary budgets including daily transactions, procurement, parttime payroll, and monthly reconciliation of financial reports for Chair's approval.
Maintain updated projected ABD budget spreadsheet accounting for all pending items.
Create and analyze monthly and quarterly ABD financial reports on actual and projected spending.
Oversee and ensure maintenance of accurate and timely budget transaction reconciliations for all administrative budgets throughout the ABD department. Responsible for accurate and uptodate budget files.
ABD Event Planning and Special Projects.
Collaborates with various staff/faculty, departments, and offices in preparation of special projects.
Manage logistics: location, menu, transportation arrangements, order audio and visual equipment, and RSVP management.
In concert with the LAS Budget Office, negotiate necessary contracts with facilities, catering, and any outside vendors.
Coordinate and cross promote events with personnel with the Alumni Relations Office, Division of Enrollment Management and Marketing and other affiliated units at the University.
In concert with Financial Services and the LAS Budget Office, completes contracts with speakers, travel arrangements, and short/longterm housing needs.
Manages events on the DePaul University Events Page and ABD department webpages.

Center for Black Diaspora (CBD) Principal Duties and Responsibilities

Provide administrative support to the administrative head of CBD:
Direct inquiries and visitors to the CBD Reading Room.
Direct inquiries and visitors to the Director and Staff for detailed information. Provide accurate information about CBD to students and visitors. Also, promptly communicate significant issues to upper management keeping them apprised of deadlines and policies.
Assists with written/electronic correspondence and help prepare reports and support materials.
CBD Office administration & Event support:
Responsibilities include, but are not limited to:
Coordinates Center technology and troubleshoots all issues.
Manages logistics: including, but not limited to space reservations and addressing audio and visual needs
Assists during CBD events: including, but not limited to audiovisual needs, attendee registrations, book signings, etc.
Assists with photocopying, flyers, technical support. Photocopies office materials; and performs other Centerrelated office duties as needed.

CBD

Collaborates with the director in preparation of special projects
Responsibilities include, but are not limited to:
Maintains and coordinates—with Director and Staff—marketing materials for various events.
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