"Assistant to the Vice President for Institutional Equity"

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.

This is a part-time position working 1000 annual hours.

The Assistant provides high-level, confidential administrative and operational support to the Vice President for Institutional Equity and the Division of Institutional Equity. This position is responsible for executive scheduling, meeting preparation, receipt and invoice tracking, office management, and the division’s administrative coordination. With limited supervision, the Assistant ensures the efficient daily operation of the division, while professionally supporting the division’s strategic objectives.

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.

Essential Functions Statement(s)

• Manage and maintain the Vice President’s complex calendar, including scheduling internal and external meetings, calls, travel, and events.
• Prepare meeting materials for the Vice President, including agendas, background documents, presentations, and briefings, ensuring all materials are accurate, complete, and provided in advance.
• Develop, track, reconcile, and submit receipts, invoices, reimbursements, and other financial paperwork for the Vice President.
• Process and monitor the division’s invoicing, budget tracking, and procurement processes, alerting leadership to issues if they arise.
• Coordinate and schedule divisional meetings, retreats, trainings, and special events, including preparation of agendas, minutes, communications, and follow-up activities.
• Organize divisional office operations to maximize efficiency, including inventory, equipment, and supplies.
• Serve as the primary point of contact for internal and external inquiries to the Vice President, prioritizing and triaging incoming requests.
• Assist with travel arrangements for the Vice President, including registration, transportation, and accommodations; process related travel reimbursements.
• Maintain divisional files, correspondence, and confidential records in accordance with university policy and applicable laws.
• Maintain security and confidentiality of sensitive information at all times.
• Support other administrative needs for the Vice President and the division, including routine correspondence, document preparation, and special projects as assigned.
• Other duties as assigned.

POSITION QUALIFICATIONS

Competency Statement(s)

• Accuracy: Demonstrates high attention to detail and thoroughness in all work.
• Adaptability: Comfortable managing shifting priorities and ambiguity in a dynamic environment.
• Confidentiality: Maintains the utmost confidentiality in handling sensitive issues and documents.
• 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.
• Judgment: Exercises sound judgment and decision-making, particularly regarding confidential or time-sensitive matters.
• Organization: Skilled at managing multiple tasks, tracking projects, and meeting deadlines in a fast-paced setting.
• Problem Solving: Proactively identifies and solves administrative and logistical challenges.
• Relationship Building: Develops positive professional relationships within the division and across the university.
• Self-Motivation: Takes initiative, works independently, and demonstrates strong follow-through.
• Teamwork: Collaborates effectively within a team and across departments.
• Time Management: Organizes workload and priorities efficiently.

SKILLS & ABILITIES

Education: High School Diploma or General Education Degree (GED) required; Associate’s Degree or higher preferred.

Experience: At least two years of experience in administrative support, preferably supporting senior leadership or a complex office. Experience in higher education, nonprofit, corporate, or a similarly complex, deadline-driven environment is highly desirable.

Communication/Language: Strong written and verbal communication skills required.

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

Computer Skills: Advanced knowledge of scheduling and collaboration tools (e.g., Google Suite, Zoom, etc.) required. Knowledge of, or willingness and ability to learn, institution-specific software for budgeting and procurement (e.g., Workday) is expected.

PHYSICAL DEMANDS

(Details on physical demands omitted for brevity, as per instructions to focus on main content.)

WORK ENVIRONMENT

Normal office environment with occasional event or travel-related work as needed.

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 person’s 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 University’s 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.