PT Department Assistant in Chicago, Illinois at DePaul University

The Highlights:

Reporting to the Associate Dean for Undergraduate Programs, the Part-Time Administrative Support Specialist provides high-level administrative coordination and operational support to a team of four Associate Deans. This role is responsible for managing schedules and logistics, tracking deadlines and follow-ups, coordinating program calendars, and maintaining continuity of institutional knowledge. The position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a dynamic academic environment.

What You'll Do:

• Scheduling & Logistics Coordination
  • Manage complex calendars for four Associate Deans, scheduling meetings, events, and appointments across multiple stakeholders.
  • Coordinate logistics for meetings, including room reservations, virtual meeting links, materials preparation, and agendas.
  • Support planning and execution of internal and external events (e.g., faculty meetings, program events, retreats).
• Follow-Up & Deadline Tracking
  • Track action items arising from meetings and ensure timely follow-up with relevant stakeholders.
  • Maintain systems to monitor deadlines for academic, administrative, and program-related initiatives.
  • Send reminders and provide status updates to Associate Deans as needed.
• Program Calendar Coordination
  • Maintain and regularly update a centralized program calendar across multiple units or departments.
  • Ensure alignment across academic schedules, events, and key institutional deadlines.
  • Identify and flag scheduling conflicts or overlaps proactively.
• Institutional Memory & Documentation
  • Maintain organized records of key decisions, processes, timelines, and historical context.
  • Develop and update shared resources, trackers, and documentation to support continuity of operations.
  • Serve as a point of reference for past practices, ensuring consistency and efficiency across leadership initiatives.
• General Administrative Support
  • Support preparation of reports, presentations, and communications.
  • Assist with data entry, document management, and administrative workflows.
  • Provide ad hoc support for special projects and initiatives led by Associate Deans.

What You'll Need:

• Associate’s or Bachelor’s degree (or equivalent experience).
• 2–4 years of administrative or coordination experience (higher education preferred).
• Experience supporting multiple senior leaders or executives.
• Familiarity with academic calendars and university administrative processes.
• Experience with project tracking tools or shared collaboration platforms.
• Proficiency with Microsoft Office (Outlook, Excel, Word) and virtual meeting tools.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• The position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a dynamic academic environment.
• Attention to detail and accuracy.
• Proactive problem-solving and anticipation of needs.
• Discretion in handling sensitive information.
• Ability to work independently and collaboratively.
• Strong interpersonal skills and professionalism.

The anticipated hiring range for this position is: $18.70 to $24.00/hr.

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Perks:

• Working for a stable and well-known University.
• Paid time off.
• Part-Time Benefits

For consideration, please include a resume and cover letter.

Vincentian Mission:
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.

DePaul University is an Equal Opportunity 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.