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Part-Time Office Assistant, Doctoral Program

Position Deleted on 1/20/2013. This position is no longer an active posting on HigherEdJobs.
Chicago, IL
Admin - Other Administrative Positions

DePaul University, the nation's largest Catholic university and one of the 10 largest private universities, is an urban institution with 6 campuses, more than 275 degree programs, and 25,000 students from a variety of diverse backgrounds.

General Summary:

The Part-Time Office Assistant, Doctoral Program will report to the Directors of the Doctoral Program in the College of Education. The Part-Time Office Assistant will provide customer service as a liaison for doctoral students as well as clerical support as it relates to the Doctoral Program. Primary tasks include: clerical support for the directors and management of databases that pertain to student services. Other responsibilities include, but are not limited to: office reception, routine clerical duties; such as: phone coverage and email, word processing, proofread materials, material preparation, fax, file, and schedule student appointments, and interface with other offices that serve the program (e.g., graduate admissions and advising) and with faculty involved with the program.

Principal Duties and Responsibilities:

  • Serve as the Office Assistant to the Doctoral Program Directors, the Ed.D. Program Committee, and any other meeting related to the doctoral program.
  • 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 EMM) and the program concentration directors.
  • Prepare admissions folders for faculty review.
  • Facilitate a coordinated review process with faculty.
  • 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 Ed.D. Program Committee.
  • Maintain and update materials and forms regarding doctoral information, specifically the Ed.D. Program Student Handbook.
  • 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, coordinate 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.
  • Maintain the program budget, keeping track of expenditures, submitting receipts, etc.
  • Perform other administrative duties as assigned by the Directors of the Doctoral Program.
  • Perform final format reviews of dissertations, follow format guidelines as established in the Ed.D. Handbook.
  • Review each dissertation for compliance.
  • Communicate required edits to students.
  • Collect final version.
  • Collect forms and fees from students and submit with final dissertation to the library's on-line 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, PeopleSoft, 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 the 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.
  • Work on special projects, as needed by the Directors of the Doctoral Program.
  • Coordinate special events, including ones hosted by the Education Doctoral Student Association.
  • Coordinate some of the work for the Graduate Assistant (e.g., preparation of event flyers).
  • Perform other duties as assigned.
  • Bachelors degree.
  • Experience using WordPress, as well as Excel and Word.
  • Knowledge of doctoral program requirements.
  • Knowledge of construction and use of data tables.
  • Knowledge of conducting on-line research.
  • Knowledge of formatting styles (e.g., APA, University of Chicago).
  • Demonstrated communications expertise with written correspondence, reports, and small and large group interactions.
  • Demonstrated competency in analyzing data and preparing reports.
  • Demonstrated competency using technology utilized by DePaul University, which includes PeopleSoft, Excel, and other applications.
  • Excellent verbal and written communication skills.
  • Excellent organizational skills.
  • Competency in managing multiple projects and tasks.
  • Demonstrated workplace professionalism and ability to maintain confidentiality.
  • Ability to work independently and function effectively in a fast-paced, diverse environment.
  • Ability to respond to student concerns and needs professionally.
  • 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, prioritize tasks, and respond effectively.
  • Position requires afternoon-early evening hours because students typically have questions before classes begin. Hours are generally in the afternoon until 5:30 pm, with attendance expected at occasional meetings until about 7:00pm. (Classes begin at 5:30 or 6:00 pm.).
Preferred Requirements:
  • Three or more years of administrative experience.
  • Copy/editing or proofreading experience.
Are you interested in joining our team of talented, motivated employees and helping DePaul serve its students and communities around the world? If so, go to and select "Employment" at the top of the page to submit your cover letter and résumé online for this and other jobs. Please reference job number [17439].

Salary & Benefits:
DePaul offers comprehensive and competitive pay and benefits to attract and retain talent to further the University's mission. Please click on the following link to review the full Benefits Summary.

Required Background Screening:
All final candidates extended an offer of employment will undergo background screening.

DePaul University is an Equal Opportunity/Affirmative Action Employer.

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