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.
Please go to
University Profile for more information about DePauw.
The Administrative Assistant provides general administrative
support for the dean, chairs, program directors, center directors,
faculty and staff of the School of Business and Leadership and to
the Department of Economics and Management, the Department of
History, and to the Business Interdisciplinary Program and any
programs and centers which they may direct. Work is to be
prioritized by or in consultation with the dean.
During summer months, the Administrative Assistant may be asked to
provide administrative support to other departments and programs in
the Academic Affairs division, by or in consultation with the
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
- 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 dean's calendar, schedule appointments and
meetings for the dean; proactively manage the calendar to include
requirements of the dean's 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 dean's travel and expense claims and
allowances in compliance with University Policy; remain current on
knowledge of all policy requirements.
- Manage the dean's correspondence and follow - up;
respond, forward and prioritize email as appropriate. Manage
correspondence to track workflow and action requests that require
- 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
- 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
- Maintain security and confidentiality of information in
accordance with all applicable policies and laws.
- Other duties as assigned.
- 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
- 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 one's ability using his or her own drive or
- Time Management - Ability to utilize the available time to
organize and complete work within given deadlines.
Education : High School Graduate or General Education Degree (GED)
Experience : At least three years of related administrative
experience; experience in higher education or other educational
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
Communication: Strong verbal and written communication
Math Ability: Ability to add, subtract, multiply, and divide in all
units of measure, using whole numbers, common fractions, and
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.