Job Identification: 766 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.
The Highlights The DePaul University Career Center helps students build confidence, explore possibilities, and develop a powerful personal brand. We are looking for a Customer Service & Operations Manager to oversee day-to-day operations and office administration across our Loop, Lincoln Park and virtual/asynchronous locations, and help us deliver a positive experience to the students, alumni, faculty/staff and employers who use our services.
The Manager oversees a team of front office student employees, and works directly with the technology, communications and functional area teams to anticipate student/customer needs; design user-centric service options and processes, and resolve or escalate issues as needed. As a team leader, the Customer Service & Operations Manager helps create a positive environment for both customers and employees, offers coaching and feedback to the front office staff, and ensures that university standards, policies and procedures are in place and consistently practiced.
The Manager works under the direction of the Director of Communications & Operations. This role is primarily on-site and splits time between the Loop (25%) and Lincoln Park offices (75%).
Is This You?
Manages the front office and operations/customer service functions for the Career Center and its related programs, responding to customer needs and questions, resolving problems, and identifying and implementing ways to improve customer service. Oversees multiple points and methods of contact including face-to-face, phone, email, chat and online appointment booking via the Handshake platform. Works closely with the communications, technology and functional area teams to ensure efficient and high quality customer service, relevant referrals and accurate data entry.
Hires, trains, and coaches front office student staff. Creates the front office schedule, provide seamless front desk coverage and ensure efficient use of staffing resources across both campus locations. Covers the front reception desk as needed.
Responsible for general office management including purchasing supplies and equipment; managing and maintaining shared office spaces; monitoring health & safety guidelines; documenting and sharing policies, procedures and resources; maintaining accurate records for quarterly and yearly reporting purposes; and acting as the primary contact for Facilities, Procurement and other internal departments.
Supports the onboarding, training and termination of staff and students across the department by ensuring appropriate access to department facilities, technology and resources.
Provides operational support for both internal and external Career Center events including planning staff meetings/events, reserving rooms, and ordering food and supplies.
Performs other duties as assigned.
Bachelor's degree preferred with three to five years' experience in customer service, retail, and/or office management/administration, or an equivalent combination of education/experience required.
Prior experience supervising and training students and effectively building/leading a team required. Administrative and operational management experience required. Budgeting experience preferred.
Excellent written and verbal communication skills. Must have the ability to handle multiple tasks and priorities, work effectively with different levels of personnel, and relate well to customers, staff and other stakeholders.
Experience using technology to provide customer service including chat and social media; knowledge of Microsoft Office, Handshake, PeopleSoft and CSM systems is helpful.
Hires, trains, supervises and mentors a front office team of 8-10 student employees.
Budgetary responsibilities include tracking office expenditures, monitoring the front desk student employee budget, and ordering and managing office supplies, catering and other internal expenses.
Other Skills & Abilities Required
Ability to use a variety of technology, e.g. computers, laptops, tablets, online systems and social media.
COMPETENCIES EXPECTED (Proficiency Levels Indicated for Each)
Additional Information For consideration, please include a resume and cover letter.
Occasionally travel between campuses and evening work required.
Working for a stable and well-known University that values diversity and inclusion.
Medical, dental, and vision benefits.
Generous paid time off, sick time, holidays, floating holidays, and more!
Matching retirement plan up to 10%.
Tuition waivers for employees and dependents!
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, including the booster, 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.