Job Details

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Job Title:
Administrative Assistant, Modern Languages & Literatures

Job Family:
Administrative Support

Full-Time/Part-Time:
Full time

Compensation Grade:
4H

Pay Type:
Hourly

Department:
Modern Languages & Literatures

Job Summary:
To provide administrative and office support for the Modern Languages and Literatures Department. The Administrative Assistant works closely with the department chair and provides essential support to faculty, staff, and students. This position contributes to the success of departmental operations, events, and communications.

Job Description:

Responsibilities:

• Provide general office support (answering phones, greeting visitors, handling correspondence)
• Assist with document preparation, copying, scanning, and filing
• Maintain department calendar and assist with meeting scheduling
• Manage department purchases, supply orders, and inventory
• Assist with class scheduling and registration processes
• Maintain department records and student files
• Coordinate travel arrangements and process reimbursements
• Support planning and logistics for departmental events
• Maintain public-facing communications (website updates, email lists, social media, flyers)
• Coordinate use of office space, student workers, or facilities
• Assist with minor tech troubleshooting (printers, AV setup, etc.)
• Supervise and assign tasks to student workers
• Manage departmental newsletters or bulletins

Chair-Specific Support:

• Provide administrative support to the department chair
• Assist with reports, data entry, and internal communication needs
• Help coordinate faculty hiring processes and candidate visits
• Track and manage department budget in coordination with chair

Department-Specific Responsibilities:

• Assist as needed with the Language House program
• Assist as needed with the Modern Language Center
• Review Department and Program budgets for inconsistencies.

All responsibilities are to be carried out in accordance with university policies, procedures, and expectations of professional conduct.

Required Experience

• High school diploma (required); college degree preferred
• 1-2 years experience in office or administrative support (3-5 preferred)
• Proficiency in office software (Microsoft Office, Google Workspace)
• Experience with university systems (e.g., Workday, Moodle, Canva) preferred
• Strong organizational and communication skills
• Ability to work independently and handle sensitive information

Education Requirements:

Certification Requirements:

Job Posting End Date (if date is blank, posting is open ended):