Department Assistant, Languages and Cultures

The Department Assistant reports to the Department Chair and serves as the Chair’s executive auxiliary, providing general office management and oversight of administrative operations for the Department of World Languages and Cultures and its affiliated programs. This position provides administrative support to the Chair, faculty, and students within the Department of World Languages and Cultures, ensuring the efficient operation of departmental activities and services.

Primary responsibilities include working with the University’s Banner finance and student systems, creating reports, maintaining office records, ordering office and classroom materials, and event planning.

Please note that while this position is located within the World Language Department, the role does not require fluency or proficiency in another language. Applicants should refer to the posted minimum qualifications and job requirements for consideration.

• Provide general administrative and clerical support including mailing, scanning, faxing, copying, and emailing for the department Chair and faculty members.
• Serve as departmental Argos, Banner, and Spaces administrator.
• Create first draft of all Letters of Agreement for Fall and Spring semester, track and secure signatures, and maintain executed documents.
• Maintain departmental filing system for documents including student and faculty information.
• Provide payment, travel, hotel, transportation, and parking passes for departmental visiting guests.
• Maintain files of course syllabi and other course documentation.
• Assist with periodic reporting related to accreditation and assessment with accreditation organizations and site visits.
• Coordinate directly with Tech Services to utilize device tracking/management and updates to department technology.
• Perform duties as Building Coordinator for relevant space including approving room requests in Spaces, reporting facility issues, and assisting in emergency planning as indicated, etc.

• Work with the department chair to develop and maintain the course scheduling and faculty loads.
• Assign meeting times and instructors to each course as directed by the department chair.
• Assign classroom locations to each course through the academic portion of Spaces.
• Provide Permits to approved students for course override restrictions when registering.
• Attend training and meetings required by the Registrar’s Office.

• Purchasing:
  Enter requisitions for purchases in Banner, attain invoices from vendors, secure delivery of purchases, and track overall status for purchases from requisition to delivery.
• Communicate with new vendors and submit new vendor requests to Purchasing.
• Ensure proper process for returns and refunds, as necessary.
• Reimbursements:
  Aid faculty, staff, and students with expense reports and attain signatures before submitting to the accounting office.
• Process Supplemental Pay Forms for Faculty and Staff.
• Deposits:
  Prepare deposit slips and turn in with checks/cash collected from payments of costume rentals, refunds, and ticket sales.
• Work with department chair and HCAS Business and Operations Manager to maintain and track department budget as requested.

• Submit Student Employment Opportunity Postings to HR for each position.
• Submit Student Job Assignment Forms to HR for each potential student employee.
• Guide student employees on access and management of their Time Clock Plus System.
• Serve as backup Time Clock Plus supervisor on all department student employees.
• Complete and submit student employee status change forms when necessary.

• Request, compile, attain signatures, and forward the following hire documents to the HCAS Business and…