Academic Coordinator for the Department of Spanish, Department of French Studies, and Italian Studies Program

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website. 

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

Performs a variety of duties including organizing and coordinating all administrative functions in assisting the Department Chair and faculty in carrying out their duties and responsibilities.

*This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

*Review of applications will begin January 5, 2026 and continue until the position is filled.*

Job Description

Essential Functions:

• Greets visitors in a pleasant and professional manner, answers, places, directs phone calls, coordinates and monitors conference calls, takes messages and replies to questions regarding programs, office procedures, and policies.

• Collects/compiles information, such as memos, letters, reports, faculty syllabi, etc.

• Assists in planning, coordinating, and promoting departmental events, meetings, and activities.

• Maintains departmental inventory of supply items and ensures furniture, equipment, and facilities are in proper working order.

• Manages classroom usage through EMS (room scheduling system) and assists with maintaining classroom space and technology.

• Serves as department Business Administrator and attends meetings in order to stay up to date on Financial Services policies & procedures and shares information & policy changes with other members of the department.

• Maintains and analyzes all departmental funds; tracks and monitors expenses; reviews department credit card transactions; reconciles general ledger on a monthly basis and submits journal entries as needed.

• Acts as Departmental Property Administrator (DPA) and maintains log of fixed assets within the department.

• Enters courses into Workday and provides course information, such FYS offerings and Undergraduate Bulletin updates, to the Dean’s Office as required.

• Assists with all processes related to faculty (e.g., recruitment/on-boarding, leaves, fellowships, tenure and promotion, exits).

• Assists with major/minor declaration process and student registration.

• Serves as the primary liaison between the department and all other units on campus.

• Assists with department website updates and maintenance.

• Manages student employee hiring process and oversees workload and timecard approval.

• Responds to administrative needs of faculty members.

Required Education, Knowledge, Skills, Abilities:

• High school diploma plus one to three years related experience, or an equivalent combination of education and experience. 

• General knowledge of office management procedures and techniques.

• General knowledge of budget systems and financial and accounting procedures.

• Ability to demonstrate effective communication skills both verbally and in writing.

• Proficiency in Microsoft Office including Word, Excel, Internet, PowerPoint, database programs, and other software.

• Ability to operate peripheral office equipment (e.g., digital camera, scanner).

• Ability to maintain confidentiality of records and information.

• Ability to organize office workflow and prioritize work assignments.

• Accuracy and attention to detail.

• Ability to interact with faculty, staff, and administrators with diverse backgrounds.