Administrative Assistant, Modern Languages and Cultures

Description

The Administrative Assistant – Modern Languages and Cultures will support the Chair, faculty, and students in the daily operations of the department, including research, professional activities, and teaching. This role involves coordinating department functions and speaker engagements, maintaining departmental files and records, assisting with student employee assignments and supervision, and performing other administrative duties as assigned. The ideal candidate will be proactive, adaptable, and committed to ensuring the smooth operation of the department.

The Administrative Assistant for the Department of Modern Languages and Cultures and the Global Studies Department will handle faculty, staff, and student requests as appropriate. This role includes managing departmental files—both electronic and hard copy—while ensuring the confidentiality of advising, registration, course records, and other essential documentation. Additionally, the Administrative Assistant will oversee the department’s library of more than 800 DVDs and portable drives, maintaining and updating A/V equipment as needed within budget constraints. This position also ensures compliance with international copyright laws by managing the duplication of purchased A/V materials to maintain the integrity of the video library.

The Administrative Assistant will recruit, train, manage, and schedule department tutors and student workers while overseeing the language lab area. This role also includes maintaining the department website and providing accurate information based on a thorough understanding of departmental policies and procedures. Additionally, the position is responsible for recording and distributing department meeting minutes, coordinating logistics for department events—including space reservations and catering—submitting work and purchase orders, and managing departmental communications across various platforms (telephone, email, and other channels).

The Administrative Assistant will learn and utilize administrative software (e.g., Banner) to access and update departmental data, manage and monitor budgets, assist with forecasting, reconcile accounts, and resolve discrepancies. Additionally, this role will coordinate and administer STAMP testing in collaboration with Global Studies faculty, the Chair of Modern Languages, and students. Responsibilities include scheduling testing sessions, ensuring computers meet technical requirements, liaising with the test provider and Instructional Technology, managing access codes and passwords for individual tests and languages, testing the software, training faculty and students on its use, budgeting for testing expenses, and ensuring timely payment processing.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.

Minimum Qualifications  

• High school graduation or equivalent
• A minimum of four years of related work experience
• Working knowledge of computer software including Microsoft Office and Google Suite
• Technology skills sufficient to use specialized software in the maintenance of the Department’s digital film library.
• Excellent interpersonal, communication and organizational skills – must be able to work with others in a team environment, follow work rules, and accept constructive criticism from supervisors. 
• Ability to self-direct with a moderate degree of decision-making and independence of action, and pay attention to detail. 
• Demonstrated ability to maintain programs, administer ongoing projects, and be aware of and meet deadlines.

Preferred Qualifications    

• Social media and web communication software, including web page maintenance, ability to create engaging promotional flyers for Department events/
• Ability to learn new technology and computer programs

Schedule         

40 Hours/ 10 Months/ Monday – Friday with June and July Off