COE Dean’s Office Clerical, Operational, and Financial

Graduate assistantships (GA) are fully in-person, on-campus opportunities for qualified students (Master’s and Doctoral) to work closely with College of Education (COE) faculty, staff, and students to support ongoing research efforts, operations of the college, to engage in ongoing conversations regarding educational issues and research with faculty, staff, and other student colleagues, and assist with other duties as assigned by their hiring unit.

The COE offers graduate assistantships, each of which provides up to a full, one academic year, tuition waiver of six graduate-level 4-credit hour courses required for the degree (excludes all fees) and an annual academic year stipend of up to $8,280.00. In addition, DePaul offers student health insurance and various types of leave.​

You must apply separately to each department/program you are interested in working with. Graduate Assistant applicants are interviewed and appointed directly by each individual hiring area in the College of Education. Applicants are typically contacted for follow-up mid-May to mid-June. Official offers extended in August.

Please note that COE GA spots can be for full-time or part-time positions.
Typical full-time hours requirements are 15.75 hours/week Fall through Spring quarters, including student/course break periods when university offices are still open.
Typical part-time hours requirements are 7.75 hours/week Fall through Spring quarters, including student/course break periods when university offices are still open.

If you wish to know more about this position including quarterly hour requirements and remuneration, please communicate with the application contact for this posting as listed on the COE website: https://education.depaul.edu/student-resources/employment-career/Pages/student-employment.aspx

This position would report directly to the Executive Assistant to the Dean in coordination with the Assistant Dean of Administration and Operations to assist with day-to-day operational duties, special projects, and financial tasks as needed in the Dean’s Office. Strong candidates will have a background in office/clerical work as well as knowledge of accounting practices, with exceptional organizational and communication skills, professionalism, and attention to detail.

Please note that this position is full-time (20-25 hours/week depending on if you are an international or domestic student). However, it is a split position between a part-time graduate assistant role (7.75 hours/week during the academic year) and an hourly student worker role (12.25-17.25 hours/week during the academic year and 20-25 hours/week during the summer).

Principal Duties and Responsibilities:
Student Worker Tasks (60%):

• Reception – Be the first point of contact for visitors who come into the Dean’s Office. Answer phones, emails, and other forms of communication in and out of the Dean’s Office. Assist with any clerical duties such as making copies, compiling data for reports, flyer creation, and scanning documents as needed. Work on implementing tools to streamline routine communication.
• Operations – Provide operational assistance within the Dean’s Office and college supplies through taking inventories, ordering supplies/materials, and receiving and distributing orders. Assist with mail and package deliveries for faculty and staff. Maintain and coordinate technology salvage tracking and pick up. Implement technology tools for inventory management and to boost efficiency.

Graduate Assistant Tasks (40%):

• Dean’s Office Special Projects – Assist leadership (the Dean, Associate/Assistant Deans, and Executive Assistant) in special projects, reports and research as needed by gathering data, consolidating information, creating spreadsheets, etc. When applicable, lead research projects to evaluate workflows, identify inefficiencies, and propose actionable improvements. Design data visualizations and dashboards using tools like Excel or Smartsheet to present findings clearly.
• Financial Records – Provide support to the Assistant Dean of Administration and Operations by entering financial transactions into database or excel workbooks, and ensuring that receipts, approvals, details, and charges are accurate. Additionally, assist with financial reconciliations, financial inquiries, discrepancy problem solving, and quarterly/other reports for operational, gift, grant, and discretionary funds, ensuring compliance with institutional policies. Analyze fund-specific spending patterns and identify trends or anomalies. Create financial dashboards and quarterly reports summarizing fund utilization and performance for leadership review. Develop predictive models to forecast spending needs or optimize fund allocation.

Position Requirements:

• Excellent organization and communication skills.
• Proficiency with Microsoft Suite (Word, Excel), Outlook, and Adobe Suite (PDF)
• Experience working in a professional setting handling confidential information.
• Strong communications, writing, and information technologies experience preferred.
• Must not be a College of Education student due to the conflict of interest with financial information.
• General accounting knowledge.

Additional Information:

• Both positions (student worker and graduate assistant) are Monday through Friday between the hours of 9:00 am to 5:00 pm.
• Ideal candidates will be able to start immediately in the spring quarter of 2025 through the summer as a student worker with the graduate assistant position beginning in the fall of 2025.
• Hourly pay rate will begin at $16.50 per hour and can be increased based on experience.

If you have general inquiries, not department or program-specific, please contact: Maya Muschitz at mmuschit@depaul.edu
If you have opportunity-specific questions, please contact Stephanie McCullough at sparrill@depaul.edu