Job Identification: 333 Locations: , , , , Job Schedule: Full time Job Category: Office & Admin Support
Diversity and Inclusion Statement
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.
General Summary Reporting to the Coordinator and the two directors of the Doctoral Program in the College of Education, the Doctoral Program Office Assistant is responsible for providing customer service as a liaison for doctoral students as well as programmatic support related to the Doctoral Program. Primary tasks include programmatic support for the coordinator and directors in course scheduling as well as management of databases that pertain to student services. Responsibilities include organizing quarterly Doctoral Program meetings, retreats, organizing and leading student orientations and information sessions, attending university open houses, assisting with recruitment efforts, organizing and upkeep of Doctoral Program Newsletter and other media communications, support with catalog updates, upkeep of Doctoral Program Handbook, organizing writing and other support efforts for students, organizing special events. Other responsibilities include but are not limited to office reception, routine clerical duties such as phone coverage and email, word processing, proofreading, material preparation, faxing, filing, and scheduling of student appointments, and interfacing with other offices that serve the program (e.g., graduate admissions, advising) and with faculty involved with the program.
Responsibilities & Duties
Support for the Coordinator and Directors of the Doctoral Program
Serve as the Doctoral Program Office Assistant to the Coordinator and Doctoral Program Directors with meetings related to the doctoral program - Promote the program to potential students (in collaboration with EM and directors)
Attend and recruit/coordinate attendance of existing Doctoral students and alumni at recruiting and new student orientation events. -
Attend recruiting and orientation events as determined by the Directors, including those scheduled in the evening (generally 5:30-7:00 pm, once or twice quarterly)
Coordinate the admissions process between the Graduate Admissions Office (in EM) and the program concentration directors: facilitate a coordinated review process with faculty and graduate admissions
Schedule interviews as requested for prospective students
Send admissions results to Grad Admissions so that they may send acceptance/rejection letters; interface with Grad Admissions as needed during the application process so that applicants have access to needed program information and the program has access to the status of applications.
Coordinate admitted student lists with COE Advising.
Make follow-up contact with students on behalf of the directors, including phone calls, faxes, and emails.
Maintain a list of individual (student) and policy decisions made by the Directors and the Doctoral Program Coordinator.
Maintain and update materials and forms regarding doctoral information, specifically the Doctoral Program Student Handbook.
Maintain a comprehensive list of students in the Doctoral Program as well as a list of students admitted but not yet matriculated.
Follow up with program alumni and with admitted students who did not enroll to find out why they didn't enroll at DePaul or what their experience was in the program.
Update records, databases, and lists indicating the selection of dissertation committees and chairs, candidacy papers to advance in the program, proposal and dissertation completion, graduation, etc.
Submit the Doctoral course schedule, coordinating with departments associated with SCG, CS, and A&S courses.
Manage ongoing mail merge correspondence for the Doctoral Program.
Prepare materials for and coordinate doctoral events, including materials (flyers, email notices, sign-up sheets, etc.), room reservations, and refreshments; oversee advertisement and promotion of these events, maintain lists of RSVPs, attend events.
Maintain the program budget, keeping track of expenditures, submitting receipts, etc.
Perform other administrative duties as assigned by the Coordinator and Directors of the Doctoral Program
Coordinate writing and other support for students.
Organize and lead Doctoral Program meetings.
Write with GA quarterly Doctoral Program newsletter and update other communication and media.
Work on special projects 7 hours per week as directed by the Dean.
Work on special projects as needed by the Doctoral Program Coordinator and Directors.
Coordinate special events, including ones hosted by the Education Doctoral Student Association & year-end Doctoral Program student celebration.
Coordinate some of the work for the Graduate Assistant (e.g., preparation of event flyers).
Assist program directors and GA with research (in particular, research into new program initiatives and growing program enrollments).
Perform final format reviews of dissertations, following format guidelines as established in the Doctoral ProgramHandbook
Review each dissertation for compliance; communicate required edits to students, and collect the final version.
Ensure that Doctoral Program program has complete and up to date lists of and copies of all dissertations for all program graduates
Collect forms and fees from students and submit with final dissertation to the library's online repository, Via Sapentiae, and for binding and electronic publication through ProQuest/UMI.
Follow up on binding submissions.
Maintain student records (transcripts, test results, correspondence, academic status, steps process, course and/or grade-related documentation) in the academic file, BlueSky, and on SEM and other databases.
Maintain databases for admission/readmission, course substitutions, and exceptions.
Retrieve and utilize information from existing unit databases for academic advising needs.
Prepare/maintain, on an ongoing basis, academic files for College of Education students; coordinate sharing of pertinent information with Enrollment Management and Advising offices.
Interface and coordinate with the Advising Office, Enrollment Management, and other offices to ensure the accuracy of information and records.
Handle main phone line for the Doctoral Program.
Answer all doctoral phone inquiries and direct calls as appropriate.
Handle email and walk-in inquiries from students and others. Answer inquiries and direct individuals as appropriate.
Performs other duties as assigned.
Education & Experience
Demonstrated communications expertise with written correspondence, reports, and small and large group interactions
Demonstrated high levels of writing skills
Expertise and experience with technology applications and digital media (word processing, spreadsheets, database management, communication tools).
Three or more years of administrative experience in a higher education setting.
Copyediting or proofreading experience.
Other Skills & Abilities Required
Knowledge of doctoral program requirements
Knowledge of construction and use of data tables
Knowledge of conducting online research
Knowledge of formatting styles (e.g., APA, University of Chicago).
Skills: Demonstrated competency in analyzing data and preparing reports.
Demonstrated competency using technology utilized by DePaul University, which includes PeopleSoft, Excel, and other applications.
Excellent oral and written communication skills
Excellent organizational skills
Competency in managing multiple projects and tasks
Abilities: Ability to work independently and function effectively in a fast-paced, diverse environment
Ability to respond to student concerns and needs professionally
Demonstrated workplace professionalism and ability to maintain confidentiality
Ability to work well with students, faculty, and other staff
Ability to interact with administration and staff of the various University Offices
Ability to write letters and other forms of informational materials with attention to detail
Ability to work independently and proactively, prioritize tasks, and respond effectively
Additional Information For consideration, please include a resume and cover letter.
Position requires afternoon-early evening hours because students typically have questions before classes begin.
Hours are generally in the afternoon until 6:00 pm, with attendance expected at occasional meetings until about 7:30pm. (Classes begin at 5:30 or 6:00 pm.)
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-Time 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.
Required COVID-19 Vaccination:
Employment at DePaul University is contingent upon receiving all recommended doses of the COVID-19 vaccine or having a valid religious or medical reason not to be vaccinated. To request a religious or medical exemption, please email [email protected]
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
Title IX Contact Information Federal Title IX policy requires that all colleges and universities make known the contact information for the person responsible for coordinating its efforts to comply with Title IX responsibilities. The Title IX Office is on the Lincoln Park campus on the 3rd floor of the Student Center, 2250 N. Sheffield Avenue. The Title IX Office can be reached at 312-362-8970 or [email protected]
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.
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. 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.