Job description
Support the department chairs and faculty in their teaching, research, and administrative responsibilities.
Anticipated Salary Range: See Pay Information below
Responsibilities:
General Office and Reception Duties:
Classroom and Instruction Support Duties:
Study Abroad Support:
Recruitment, Search & Review Support Duties:
Budget/Finance Duties:
Events support duties:
Cultural Program Coordinators duties:
Other duties:
Additional Responsibilities:
o Actively support the colleges plan to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
o Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe
situations and accidents; following college procedures; and participating in appropriate safety training.
o Demonstrate environmental sustainability by using college resources wisely and supporting the colleges sustainability
initiatives and innovation.
o Perform other duties as assigned.
Required Qualifications:
High school plus specialized training and a minimum of 4 years of related experience; intermediate level of with computer software programs such as Microsoft Office Suite (Word, Excel, Outlook and Publisher); excellent oral and written communication skills; proficient in spelling, punctuation, grammar and basic business math; ability to think critically and solve problems; good judgment and ability to handle confidential/sensitive information with discretion; excellent organizational and customer service skills; ability to handle multiple demands and work load; ability to operate standard office equipment.
Preferred Qualifications:
Anticipated Salary Range: See Pay Information below
Responsibilities:
General Office and Reception Duties:
- Serve as office receptionist, greet visitors, screen calls, take and relay messages, provide informed responses and refer students to members of the faculty; serve as liaison between visitors, students, parents, faculty and community.
- Perform word processing, filing, photocopying, and scanning, to include correspondence, memos, mailing lists, classroom and course work materials and schedules, handbooks and plays, letters of recommendation, manuscripts, newsletters, speeches and reports; some computer design jobs (e.g. posters, brochures, guidebooks, etc.); prepare social security eligibility letters for international students who wish to work for the departments.
- Attend department meetings and maintain/update office files and other record systems, including minutes of meetings.
- Sort and distribute mail daily; post announcements; update bulletin boards and directory cases; update Spanish Department shared calendar in Outlook.
- Order and maintain office supplies to include instructional materials; coordinate repair and maintenance of office equipment.
- Maintain a working knowledge of college policies, practices and procedures; maintain confidentiality of all records in accordance with college policy.
- Provide assistance to Religion, Philosophy, English, and the GREAL Departments as needed when their administrative assistants are unavailable.
Classroom and Instruction Support Duties:
- Collaborate with the Registrars office to arrange room assignments; order A/V and other technical equipment for classrooms as needed; ensure the classroom is the correct size and has proper furniture set-up; post classroom assignments in the office and on the department bulletin boards.
- Order textbooks; order desk copies of books for faculty; assist with planning and uploading annual course schedules into Banner.
- Perform adjunct scheduling, update lists of majors and minors throughout the year; update enrollments for each course in each block
- Reserve the language faculty lounge (Armstrong 319) as needed for meetings and functions; schedule venues for department functions as needed
Study Abroad Support:
- Provide administrative support to: Fall Semester in Spain (winter starts); Spring Semester in France; Spring Semester in Latin America; Summer in Spain; Summer in Brazil; Summer in Senegal (every other year); FS 205 in Italy (outside of department); collect applications, any fees applicable, photos and copies of passports; schedule meetings as requested by program director with students attending; keep list of emergency contact information; work in conjunction with Study Abroad Office and Office of International Studies
Recruitment, Search & Review Support Duties:
- Provide support for faculty searches; upload candidate files to on-line depository; maintain list of candidate names and contact information; arrange travel to MLA for search committee; communicate with final candidates to arrange interview schedule, flight, housing, and job talk.
- Provide support for third year and tenure reviews; request list of students, advisees and alums associated with the faculty under review; send requests for letters regarding that faculty member to students, advisees, alums and faculty; maintain list of returned letters and if a student letter, which courses were taken with that faculty member; maintain timeline of the review process; process honoraria for outside reviewers; upload all files to CANVAS for the review committee and college president.
Budget/Finance Duties:
- Maintain records for department operation budgets including excel spreadsheet in addition to Banner information; prepare and monitor requisitions for purchases and reimbursements; maintain petty cash fund.
- Provide Mary Merrill & Jeanne Gibbs scholarship information, verify financial need with the financial aid office, processes applications, verify the amount with the Business Office, and notify students of awards; in cooperation with the registrars office, provides a list of students receiving awards at the end of year awards convocation.
- Maintain a working knowledge of the departments endowment funds, their uses, and the recipients.
- Request equipment through the Capital Equipment request period in consultation with the departments, IT, and Purchasing.
- Use p-card for department needs; reconcile p-card charges for self, Spanish department chair, and Spanish in Spain program; provide information for audit upon request.
Events support duties:
- Assist in coordinating seminars and departmental events; produce and distribute announcements, programs and posters; post to digest and college website; arrange meeting facilities and refreshments, make travel and accommodation arrangements, arrange class field trips as required; plan and execute post-baccalaureate reception for both departments.
Cultural Program Coordinators duties:
- Before CPC arrival prepare contract letter; send to deans office; confirm with Res Life that housing is ready for their arrival; send copy of contract; contact student accounts office, send copy of contract showing that housing and insurance is covered by dean; contact Payroll, have meal stipend paid upon arrival (and again in January); contact Deans office, have first stipend paid upon arrival; confirm pick up from airport upon arrival; confirm reservation for International Student Orientation with the OMIS office; contact Bon Appetit to arrange for meals (if necessary) paid for by department until CPC is able to purchase lunch/dinner club meals; contact mail room, arrange for CPC mail to be delivered to department office; reserve spot for ISO training with the Butler Center; send CPC medical forms, which need to be filled out in English and brought to Boettcher Center; make sure rooms have phone.
- Upon CPC arrival make sure the visas are validated; make sure computer accounts are created and working; confirm bank accounts are open and HR paperwork is completed; schedule training week (week before classes begin);apply for Social Security cards; help apply for health insurance throughout the year: make sure they show up to teach, especially the first day; make sure CPCs are aware of grade due dates; review and approve hours for tutoring, grading and teaching; review house activities; confirm the costs arent over budget ($150/block); make sure throughout the year that they are not having problems in the language house; monitor expenditures for any activities that are funded outside the department; answer any questions they may have or direct them to the appropriate office.
Other duties:
- Maintain up-to-date list of faculty, courses, schedules, study abroad offerings, student projects, photos, forms, etc.; upload schedule into Banner; update alumni page as information becomes available; update Spanish department facebook page.
- Approve Cultural Program Coordinators (CPC) and Student Employee time sheets; ensure that CPCs maintain a log of cultural activities and ensure that activities have been approved.
- Renew MLA/ADFL membership each year for Spanish, French & Italian, Classics, Comparative Literature.
- Phi Sigma Iota Student honor society; send letters to faculty requesting nominees in January; confirm eligibility using student transcript; send invitation to students to join; collect initiation fee from students who want to join; order regalia and certificates from Phi Sigma Iota; arrange initiation ceremony and reception with the department Phi Sigma Iota advisor.
Additional Responsibilities:
o Actively support the colleges plan to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
o Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe
situations and accidents; following college procedures; and participating in appropriate safety training.
o Demonstrate environmental sustainability by using college resources wisely and supporting the colleges sustainability
initiatives and innovation.
o Perform other duties as assigned.
Required Qualifications:
High school plus specialized training and a minimum of 4 years of related experience; intermediate level of with computer software programs such as Microsoft Office Suite (Word, Excel, Outlook and Publisher); excellent oral and written communication skills; proficient in spelling, punctuation, grammar and basic business math; ability to think critically and solve problems; good judgment and ability to handle confidential/sensitive information with discretion; excellent organizational and customer service skills; ability to handle multiple demands and work load; ability to operate standard office equipment.
Preferred Qualifications:
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