Job Identification: 1171 Locations: , , , , Job Schedule: Full time Job Category: Office & Admin Support
Reporting to the Coordinator and the three Directors of the doctoral programs 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.
What You'll Do:
Support for the Coordinator and three Directors of the Doctoral Program, as well as students in the program (70%) - Serve as the Doctoral Program Office Assistant to the Coordinator and Doctoral Program Directors, as well as students in the program through meetings, email communiques, document generation, record keeping, etc. - 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 directors: facilitate a coordinated review process with faculty and graduate admissions; 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, meetings, 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 such as dissertation/capstone milestones, the Doctoral Program Student Handbook, faculty dissertation/capstone committee service, etc - Maintain comprehensive list of students in the Doctoral Program as well as list of students admitted but not yet matriculated and follow up with them to ensure enrollment and 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. - Create and update the annual Doctoral course schedule, coordinating with departments associated with SCG, CS, VCE and A&S courses. - Prepare materials for and coordinate doctoral events, including materials (flyers, email notices, sign-up sheets, social media 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 Doctoral Program meetings. -Write with GA quarterly Doctoral Program newsletter and update other communication and media.
2. Special Projects (30%) -Work on special projects at 10.5 hours per week as directed by the Dean.
What You'll Need:
--Bachelors degree required. Masters degree preferred 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 higher education setting preferred
Knowledge --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
Working for a stable and well-known University that values diversity and inclusion.
Top choice medical, dental, and vision benefits.
Retirement plan matching contribution of 10%.
Tuition waivers for employees and dependents.
Generous paid time off, sick time, holidays, floating holidays, and more!
For consideration, please include a resume and cover letter.
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.
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.
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.