Executive Assistant

Executive Secretary

The Department of Romance Languages and Literatures (RLL) seeks an experienced Executive Secretary to provide a high level of administrative support to the Chair, the Chief Administrator, and other members of the RLL leadership team. The Department of Romance Languages and Literatures (RLL) is a vibrant academic unit within the College of Literature, Science, and the Arts. The Executive Secretary is an important member of a dynamic team of staff that supports RLL's faculty and students.

This position is full-time during the months of August through May. The appointment is reduced to 80% during the months of June and July.

This position will provide a high level of administrative support to the Department Chair, Chief Administrator, and the RLL leadership team. These duties will include, but are not limited to:

• Respond to inquiries from department constituents.
• Coordinate meetings with university, college, departmental and other visitors.
• Edit and prepare confidential and sensitive reports, manuscripts, and correspondence.
• Prepare meeting agendas and materials; take and disseminate meeting notes; track service assignments and membership of departmental committees.
• Maintain the Department Chair's calendar.
• Make travel arrangements for the Department Chair, Chief Administrator, job candidates, and other departmental affiliates.
• Assist with development and alumni relations activities in close collaboration with the Chair, the Chief Administrator, and LSA Advancement.
• Miscellaneous project support
• Meeting attendance as needed

Provide administrative support for academic human resource activities including, but not limited to:

• Develop and maintain a high level of understanding of all LSA policies and procedures for faculty review and promotion. Manage and coordinate lecturer and faculty review, tenure, and promotion.
• Prepare sensitive academic personnel and program materials including faculty appointments, leave requests, awards, and merit materials.
• Develop and maintain a high level of understanding of all LSA procedures for faculty hiring and recruitment. Provide administrative support for faculty searches including advertising positions, creating and maintaining applicant files, arranging interviews, scheduling campus visits, and assisting with the preparation of appointment paperwork. Work with the Department Chair and the Chief Administrator to prepare offer letters for faculty appointments.
• Submit lecturer substitution hours to LSA as needed.
• Track and coordinate annual reports and annual merit process.
• Maintain confidential personnel files.

Provide general administrative support for the Department of Romance Languages and Literatures, including:

• Oversee faculty computer replacement process and maintain the faculty computer inventory.
• Provide backup support to the front desk staff.
• Maintain departmental email groups.
• Work with Chair and CA to plan community-building events including catering, venue selection, and other logistics. Serve as point person for RLL community-building events (such as Fall & Winter Receptions, pizza/coffee days). Assist events team/student services with events as needed.
• Department liaison with Advancement.
• Mail and send correspondence to department constituents including donor "thank you" letters and offer letters.
• Maintain standard operating procedures for RLL. Create and update SOPs as needed to stay current.

This position will also perform other duties as assigned in order to support the goals and objectives of the department.

Required Qualifications:

• Bachelor's degree or equivalent combination of education and experience.
• Five or more years of directly relevant experience.
• Excellent customer service skills.
• Outstanding written and verbal communication skills.
• Strong attention to detail and the ability to track and prioritize multiple projects. Ability to produce accurate and high-quality work in a busy academic environment, independently or as part of a team.
• Excellent computer skills including Microsoft Office and Google Drive.
• Knowledge of best practices for time management and organization to enhance the work and missions of the department
• Experience with Zoom, Google, and…