Benefits:

Dental insurance

Health insurance

Paid time off

Vision insurance

JOB SUMMARY:

The Support Services Supervisor is primarily responsible for supervising administrative Office Assistants (OAs), Facilities, and the Fleet Coordinator and providing support to the Director of Support Services. The position manages general facility operations, real estate lease renewals, administrative office functions, and organizational information technology, which may include contracting with third-party service providers. Since the Support Services Supervisor oversees the activities of office assistants across various locations, ensuring their professional development and addressing location-specific needs will require collaboration and effective communication with other departments.

SUPERVISION RECEIVED AND EXERCISED:

The Supervisor of Support Services supervises Office Assistants and the Maintenance Coordinator and will report directly to the Director of Support Services.

ESSENTIAL FUNCTIONS AND DUTIES:

This list is not exhaustive or all-inclusive of job responsibilities. The time allotted for any function or duty is subject to change with or without notice. Nothing in this job description restricts management's right to assign other responsibilities to this job or reassign them elsewhere at any time.

Supervise office assistants and maintenance coordinator and serve as a liaison to the Director of Support Services for authorization for vendors to provide services, conduct repairs and maintenance of facilities, fleet, equipment, or any functional area of supportive services.

Serve as the main point of contact between the administrative support team and other departments. Ensure effective communication across teams to support organizational goals.

Ensure that all office assistants are cross-trained in multi-office support, which may vary by location, division, or department.

Oversee the OAs and maintenance coordinator in monitoring, maintaining, and coordinating fleet (oil changes, inspections, tag expiration, etc.) as well as office facilities.

Address and resolve issues or conflicts among staff or departments. Implement solutions to improve efficiency and team dynamics.

Enforce administrative policies and procedures, ensuring compliance with organizational standards and regulations.

Participate in the hiring process for administrative staff, including interviewing, onboarding, and performance evaluations.

Conduct regular performance reviews, provide constructive feedback, and set goals for office assistants and maintenance coordinator to ensure continuous improvement.

Assist with managing the budget for support services, including tracking expenses and making recommendations for cost-effective solutions.

Lead or assist in special projects, ensuring they are completed on time and within scope. Coordinate resources and delegate tasks as necessary.

Support the Director of Support Services with Facilities and fleet oversight, IT collaboration, and project management as assigned.

KNOWLEDGE, SKILLS, ABILITIES & OTHER CHARACTERISTICS REQUIRED:

Knowledge, skills, abilities, and other characteristics or KSAOs are attributes needed to perform a job that is demonstrated through qualifying training, education, and experience. This list is not an exhaustive & all-inclusive list of all KSAOs for this job.

Knowledge of:

Real Estate leases, office administrative operations, including fleet maintenance.

The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar

Basic IT knowledge to support project management as needed

Microsoft Office Word, Excel, PowerPoint, Outlook, SharePoint, Teams, and virtual meeting applications such as Zoom, Webex, Google Meet

Relevant policies, procedures, and strategies to promote the safety and protection of people, data, and property

Knowledge of methodologies and resources used to assess the needs of the listener or audience to share information or engage in ongoing communication

DePaul's policies, procedures, and standard practices and the rules and guidelines established by regulatory and governing agencies

Skill/Ability to:

Operate standard office equipment such as telephone, calculator, printer, scanner, cellular phone, tablet, computer, postage machine, shredder

Demonstrate verbal and written communication and body language that conveys information, ideas, or inquiries effectively and concisely that purveys professional composure, emotional intelligence, thoughtfulness, patience, and respect amidst change, ambiguity, and within the daily trajectories of work.

Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times.

Demonstrate the use of problem-solving and critical thinking skills to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems

Collect and analyze data.

Manage multiple priorities and complete assignments on time, accurately with attention to detail, and use effective and efficient time management and organizational skills to ensure a high-quality work product

Develop and maintain professional working relationships and appropriate boundaries with individuals served, coworkers, community partners, and business associates, and work collaboratively within a team environment

Work independently as well as part of a team.

Prepare and maintain files and reports with accuracy.

Communicate effectively in both oral and written form.

Read and understand information and ideas presented in writing.

Analyze, organize, and prioritize work while meeting multiple deadlines

Ability to analyze and prepare documents, reports, and correspondence

Operate a personal computer with a general understanding of MS Office Suites, virtual meeting software, the Internet, and department or program-specific software

Analyze and prepare concise and accurate documents, reports, and correspondence

Train others

Exercise sound judgment and critical thinking in decision-making and solving various work-related situations

Learn and apply policies, procedures, and guidelines established by DePaul, professional organizations, governing agencies, and local laws, statutes, regulations, codes, and standards related to the area of responsibility

Other Characteristics:

Demonstrate self-awareness, ongoing self-evaluation, and a commitment to being part of a diverse, equitable, respectful, and inclusive workplace where all people are valued

Demonstrate professional composure in difficult and stressful situations

Demonstrate the FIRST (fairness, integrity, respect, safety, trust) values in the daily trajectories of work

Demonstrate professionalism regarding access to sensitive and confidential information related to employees, clients, and business records with no disclosure to others without needing to know

MINIMUM REQUIREMENTS TO APPLY:

A Bachelor's degree in business, computer science, or information technology-related fields with two years of administrative, information technology, project management, or contract management experience; an Associate's degree and four years of experience; or a High School Diploma or GED with six years of experience is required. Prior supervisory experience is desired. A comparable combination of education and experience may be considered.

WORK ENVIRONMENT:

The work environment characteristics described herein represent those an employee encounters while performing the essential functions of the position. The employee regularly works in a remote work environment and occasionally in the office, as agreed upon with the Director of Support Services. Due to the nature of the work, the incumbent may be exposed to highly confidential situations. Completion of job duties outside of normally scheduled hours may occasionally be required. Work is subject to frequent interruptions.

PHYSICAL REQUIREMENTS:

The physical demands described herein are representative of those that an employee in this position must meet, with or without reasonable accommodations, to perform the essential functions successfully. Physical activities required are finger dexterity necessary to operate equipment used in the position, effective communication and seeing or hearing verbal cues. Walking for up to one-third of the time, sitting two-thirds or more of the time, standing for up to one-third of the time, bending from one-third to two-thirds of the time, stooping for up to one-third of the time, lifting/pushing/pulling up to twenty pounds are required. When accessing various locations, the incumbent must climb stairs and ramps. This position requires driving to various locations on an as-needed basis. DePaul fleet transportation may not always be available and may require individuals to utilize personal vehicle use with mileage reimbursement based on the current rate outlined in the reimbursement policy. Should overnight accommodations be needed, the individual should seek approval from the Director of Support Services.

SPECIAL REQUIREMENTS AND QUALIFICATIONS:

Successful completion (per DePaul's policies) of a Motor Vehicle Record, Criminal and Child Protective Services Background Report, and Drug Test is required. An unsatisfactory result of any of the aforementioned may result in termination of the application process or employment.

NOTE:

This description provides information regarding the essential functions of the designated job and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

DePaul is an Equal Opportunity Employer and E-Verify participant.

Flexible work from home options available.