Departmental Secretary II; French, Italian,Music, and Hispanic Studies

Position: Departmental Secretary II (French, Italian,Music, and Hispanic Studies)
Job Summary

The College of Arts and Sciences seeks an experienced and highly organized Department Secretary to support the French, Italian, Hispanic Studies, Language Lab and Music departments. In addition, this position supports the HOPE project managed by the Grants office. This is a full-time, 37.5 hours per week, 10-month position, with two months off in the summer. The Departmental Secretary reports to the Chief Business Officer for administrative supervision while working closely with the department chairs for daily assignments.

Responsibilities

The successful candidate will manage all administrative support functions for the departments, provide continuity of policies and practices, and deliver high-level assistance to faculty, students, and visiting scholars. This position requires independence, sound judgment, and the ability to coordinate multiple complex responsibilities simultaneously.

The Department Secretary will provide general secretarial assistance and advanced administrative support services, including but not limited to:

Essential Job Functions

Administrative and Office Management

* Serve as the primary point of contact for the departments; respond to inquiries from students, faculty, staff, and visitors.

* Coordinate and maintain office work areas, equipment, supplies, and shared resources (e.g., copier, printers, office supply cabinets, department kitchens).

* Create, organize, and maintain files, including confidential personnel and student records.

* Ensure continuity of departmental policies and procedures during transitions.

Faculty and Academic Support

* Assist faculty with course preparation, including producing materials, maintaining waitlists, and managing course-related communications.

* Support faculty recruitment and hiring, including scheduling interviews, arranging candidate visits, and coordinating search logistics.

* Participate in program development and curriculum planning activities; assist in preparing and editing catalog copy, schedules, and departmental supplements.

* Provide administrative assistance to Program Assistants, Teaching Assistants, and faculty directors of Casa Hispánica and Maison de la Francophonie.

Event and Program Coordination

* Organize departmental events, including speakers, open houses, alumni visits, language house programming, and other special programs.

* Arrange logistics for visitors (travel, lodging, meals, publicity, audiovisual needs, honoraria, and reimbursements).

* Produce and distribute departmental communications, such as posters, brochures, bulletin boards, and website updates.

Budget and Financial Support

* Maintain and monitor departmental budgets, including processing invoices, reimbursements, and payments. Provide reports regularly to the department chairs.

* Assist with budget planning and oversee endowed fund expenditures.

Other Responsibilities

* Stay current with new office technologies and software systems.

* Attend monthly divisional meetings. Attend departmental meetings and record minutes, as needed.

* Collaborate with campus offices to ensure smooth administrative operations.

* Perform other related administrative duties as assigned.

Marginal Job Functions

* Maintain and update departmental websites.

* Stay current with new office technologies and software systems.

* Attend departmental meetings and record minutes, as needed.

* Collaborate with campus offices to ensure smooth administrative operations.

Required Qualifications

* High school diploma;

* 3-5 years of recent office experience, preferably in an academic setting;

* Minimum keyboarding speed of 50 wpm (tested prior to interview);

* Proficiency with Microsoft Word and Excel; familiarity with website maintenance;

* Desire to take initiative;

* Strong interpersonal, organizational, and communication skills (written and verbal);

* Demonstrated ability to manage multiple priorities in a fast-paced environment;

* Attention to detail and ability to maintain confidentiality;

* Flexibility in adapting to new procedures and technologies.

Desired Qualifications

* Bachelor's degree preferred.

* Experience with higher education administrative software. Familiarity with an ERP system.

* Familiarity…