Administrative Associate I

The Department of World Languages and Literatures seeks an experienced Administrative Associate I to provide high-level administrative support for departmental operations and academic programs. This position serves as a key administrative resource, managing complex administrative functions, coordinating office operations, supporting faculty, staff, and students, and exercising independent judgment and discretion in handling matters of significance. The successful candidate will contribute to the efficient operation and overall success of the department while providing oversight of student and temporary employees as needed.

Essential Duties and Responsibilities

• Financial Management: Manage and reconcile budgets, monitoring expenses and revenues. Prepare and/or approve financial documents and reports. Assist Chair with forecasting revenues and expenses each semester. Compiles data for department, program review, and other purposes.
• Administrative Support: Serves as an informational resource for students, faculty, and staff, assisting with inquiries, problems, or projects that require independent judgment and interpretation of policies and procedures. Assists faculty with travel pre-authorizations, expense reports, and reimbursements.
• Hiring and Contracts: Enter hiring actions in the appropriate systems. Prepare hiring paperwork and exceptions for part-time instructors and monitor the part-time instructor pools and assignments. Prepare the J-1 visa request for the visiting lecturer and the appointment paperwork for the advanced language assistant. Create and monitor e-contracts for adjuncts, summer compensation, student workers, and temporary employees.
• Academic Program Support: Assist Chair in preparing and updating class schedules. Input schedule changes in Banner/Oracle each semester. Review updates for correctness and track enrollments.
• Student Support: Create and monitor e-contracts and scholarship paperwork for Graduate Assistants. Process travel purchase orders and reimbursements for Graduate Assistant travel.
• Grant Support: Assists faculty with grants, travel authorizations, reimbursements, and equipment orders.
• Special Events: Assist with preparations for professional conferences, assist guest speakers with travel arrangements and reimbursements. Assists with preparations of the Annual Language Fair.
• Serves as point of contact for Physical Plant, Campus Planning and Design, Space Planning, Contractors, and IT, submitting work orders and following up on completion. Maintains inventory and handles department purchases.
• Performs other duties as assigned.

Bachelor’s degree in relevant area and appropriate experience. Relevant experience may substitute for required education.

Preferred Qualifications:

Familiarity with Oracle and/or other higher education enrollment management and budgetary systems is preferred. Proficiency in Spanish or another language taught in the Department would be a plus.

Working Conditions:

While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel, and talk or hear. The employee frequently is required to walk. The employee is occasionally required to stand, reach with hands and arms, and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.