Administrative Assistant, School of Business and Leadership, Department of Economics and Management, Department of History, Business Analytics Interdisciplinary Program

DePauw University is an Equal Employment Opportunity Employer: Women members of underrepresented groups and persons with disabilities are encouraged to apply. Position will remain open until filled.

This position is not eligible for immigration sponsorship at this time.

ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Provide general administrative support including answering and routing calls and emails; greeting visitors and students and referring them to appropriate offices and information sources; conducting general filing and record keeping; preparing copying and distributing short correspondence memos and other paperwork.
Plan organize and execute in-person and remote meetings take meeting minutes and prepare formal meeting notes at the conclusion of meetings as required.
Maintaining unit calendars rosters and directories; coordinating supplies and maintenance for office equipment and department facilities as needed etc.
Track and monitor school department program and center budgets as assigned and make budget managers aware of budget balances and discrepancies.
Assist with accounting matters including reconciling commercial credit card(s) requisitioning payments and billing student accounts for miscellaneous classroom purchases.
Maintain and add content to school departments programs and centers web sites as directed.
Coordinate arrangements for guest speakers or other school departmental and center events including preparing and posting invitations/announcements reserving rooms arranging meals/catering ordering audio/visual equipment assisting visitors with travel arrangements and requesting expense reimbursements/honoraria as needed.
Maintain the deans calendar schedule appointments and meetings for the dean; proactively manage the calendar to include requirements of the deans external activities including stakeholder relationships and community events.
Manage and coordinate travel preparations for the dean which includes making arrangements and preparing and coordinate travel itineraries. Handle complex change situations as they arise including rerouting travel changes in accommodations or last-minute changes in event schedules.
Prepare and process the deans travel and expense claims and allowances in compliance with University Policy; remain current on knowledge of all policy requirements.
Manage the deans correspondence and follow-up; respond forward and prioritize email as appropriate. Manage correspondence to track workflow and action requests that require follow up.
Coordinate activities related to faculty and staff searches including coordinating interview schedules and itineraries making logistical arrangements for meetings assisting with accommodations and travel etc.
Hire schedule and supervise student employees and approve their timecards.
Provide support for courses as requested including scanning/copying and uploading course materials assisting with/troubleshooting classroom logistics and making arrangements for student field trips etc.
Provide general assistance for/to student organizations affiliated with the school departments programs and centers.
Maintain security and confidentiality of information in accordance with all applicable policies and laws.
Other duties as assigned.

POSITION QUALIFICATIONS
Accountability - Ability to accept responsibility and be accountable for actions.
Accuracy Ability to perform work accurately and thoroughly with attention to detail.
Adaptability Ability to adapt to change in the workplace and succeed in different environments and situations.
Communication Oral - Ability to communicate effectively with diverse audiences.
Communication Written - Ability to communicate in writing clearly and concisely.
Confidentiality Ability to maintain utmost confidentiality concerning details of discussions and correspondence.
Customer Oriented - Commitment to providing exemplary experiences to faculty staff students and visitors through all interactions and the ability to take care of customers needs while following University procedures.
Detail Oriented - Ability to pay attention to the minute details of a project or task.
Diversity Oriented - Commitment to valuing a variety of different experiences encouraging input and collaboration from campus stakeholders including being mindful of experiences related but not limited to: age gender race ethnicity religion socio-economic status LGBTQ and/or job type.
Interpersonal - Ability to get along well with a variety of personalities and individuals and collaborate effectively with internal and external stakeholders.
Judgment - Ability to formulate a sound decision making process using the available information.
Organized Ability to create systematic and efficient methods of performing a task.
Problem Solving - Ability to identify issues find solutions and deal proactively with work-related problems.
Relationship Building - Ability to effectively build relationships with customers and co-workers.
Self-Motivated - Ability to be internally inspired to perform a task to the best of ones ability using his or her own drive or initiative.
Time Management - Ability to utilize the available time to organize and complete work within given deadlines.

SKILLS & ABILITIES
Education: High School Graduate or General Education Degree (GED) required.

Experience: At least three years of related administrative experience; experience in higher education or other educational institution preferred.

Computer Skills: Advanced experience in Microsoft Office products with emphasis in Word and Excel required (MS Word - edit documents create templates and automate the creation of tables of content MS Excel - running and creating functions creating pivot tables and charts. Proficiency with web-based applications including the Google Suite and Zoom and willingness and ability to learn University-specific and discipline-specific software required.

Communication: Strong verbal and written communication skills.

Math Ability: Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals.

Other Requirements: Ability to work independently with frequent interruptions and with handling multiple deadlines. Ability to remain calm in stressful situations. Ability to analyze issues and situations trouble shoot and problem solve independently and as part of a team.


PHYSICAL DEMANDS
Physical Demands Lift/Carry
Stand O (Occasionally)
Walk O (Occasionally)
Sit C (Constantly)
Handling / Fingering C (Constantly)
Reach Outward O (Occasionally)
Reach Above Shoulder O (Occasionally)
Climb O (Occasionally)
Crawl O (Occasionally)
Squat or Kneel O (Occasionally)
Bend O (Occasionally)
10 lbs or less O (Occasionally)
11-20 lbs O (Occasionally)
21-50 lbs O (Occasionally)
51-100 lbs N (Not Applicable)
Over 100 lbs N (Not Applicable)

Push/Pull
12 lbs or less O (Occasionally)
13-25 lbs O (Occasionally)
26-40 lbs N (Not Applicable)
41-100 lbs N (Not Applicable)


N (Not Applicable) Activity is not applicable to this occupation.
O (Occasionally) Occupation requires this activity up to 33% of the time (0-2.5 hrs/day)
F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5-5.5 hrs/day)
C (Constantly) Occupation requires this activity more than 66% of the time (5.5 hrs/day)

Other Physical Requirements
Vision (Near Distance Peripheral Depth Perception)
Hearing (Auditory perception or audition)

WORK ENVIRONMENT: Normal office work environment.

We are proud to recognize the active participation of faculty and staff in adding to the heritage of building and supporting vibrant intellectual and creative lives for students and for ourselves. Principles of collaboration respect for each other diversity freedom of expression accountability and service guide the daily decisions and interactions across campus.

DePauw University in affirmation of its commitment to excellence endeavors to provide equal opportunity for all individuals in its hiring promotion compensation and admission procedures. Institutional decisions regarding hiring promotion compensation and admission will be based upon a persons qualifications and/or performance without regard to race color creed religion national origin sexual orientation disability age gender gender identity or gender expression except where religion gender or national origin is a bona fide occupational qualification.

DePauw Universitys goals and commitments are best served if the institution reflects the diversity of our society; hence DePauw seeks diversity in all areas and levels of employment and abides by all local state and federal regulations concerning equal employment opportunities. The University admits hires and promotes individuals upon their qualities and merits.

Employee Benefits Overview

There are many benefits offered to DePauw Employees.

For full time benefits eligible employees these benefits include medical dental and vision insurance. Basic Life insurance Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University. Full time employees may elect to purchase additional voluntary life insurance for themselves and their voluntary benefitsTuition Remission and Exchange as well as Relocation Allowance are also employee benefits. Seethe Benefits Hub.

All employees may participate in the retirement savings plan as well as employee discounts and access to University resources.

At DePauw we recognize that our employees need to balance work and home. Please refer to University Policies forVacation TimePersonal Time(hourly)andSick Timepolicies in theEmployee Handbookfor more information on these and other benefits. When you need support theCigna Employee Assistancebenefit is available to all employees and their households.

ENJOY ACCESS TO THE AMAZING FACILITIES AND PROGRAMS DEPAUW UNIVERSITY HAS TO OFFER SUCH AS:

• Welch Fitness Center and wellness classes
• Indoor Tennis and Track Center
• University Libraries
• Peeler art galleries
• Green Center for the Performing Arts events and programs
• Ubben lecture series
• Free athletic events
• Bookstore and Starbucks (Greencastle) discounts
• Employee discounted meal plan
• Free parking
• Nature park including walking and biking trails
• Personal duplicating and printing discounts

EEO is the law. Click here for more information.