Administrative Coordinator, Departments of Spanish and Portuguese (SPPO) and Francophone, Italian Studies and Germanic Studies (FIGS)

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Posted Job Title

Administrative Coordinator, Departments of Spanish and Portuguese (SPPO) and Francophone, Italian Studies and Germanic Studies (FIGS)

Job Profile Title

Administrative Coordinator

Job Description Summary

The Administrative Coordinator supports the Departments of Spanish and Portuguese (SPPO) and Francophone, Italian Studies and Germanic Studies (FIGS) by managing events, faculty searches, websites, classroom assignments, financial transactions, and travel subventions. They also handle office operations, including records, supplies, communications, and assisting students and visitors, ensuring smooth departmental operations.

Job Description

The Spanish and Portuguese and FIGS departments teach languages like Spanish, Portuguese, French, Italian, and more, alongside advanced seminars on literature, culture, and visual media. Both departments prepare students with interdisciplinary approaches to cultural studies.

Responsibilities:

The Administrative Coordinator provides essential administrative support in the main office of two Departments: Spanish and Portuguese (SPPO) and FIGS (Francophone, Italian Studies and Germanic Studies). Organize and manage all aspects of events for SPPO:  Arrange catering for meetings and receptions, secure venues, and make hotel and travel arrangements for guests. Process all financial transactions related to events, and keep detailed records, including entering all expenses into an Excel spreadsheet. Pay honoraria via Penn Marketplace.  Manage all aspects of faculty searches for both Departments. Regularly update and maintain sections of the departmental websites. Handle classroom assignments for both Departments and submit classroom change requests.  Manage inventory of supplies related to events. Process travel subventions for faculty and lecturers for both departments.  Assist with office duties such as maintaining departmental records, answering phones, assisting students and visitors to the office, distributing mail, an