Administrative Associate, Spanish & Portuguese

Overview

Administrative Associate, Spanish & Portuguese — The Department of Spanish and Portuguese in the College of Humanities seeks a highly qualified, self-motivated individual to provide broad administrative support to faculty and students. The successful candidate will collaborate with program directors, staff, and the department head.

This is an in-person position in the Tucson area. The department supports undergraduate courses, events, and communications, and will rely on the Administrative Associate to manage scheduling, course catalog processes, events, and day-to-day operations.

• Schedules and maintains classes for the undergraduate program in the Spanish & Portuguese department, by submitting curriculum requests and revisions to the office of Room & Course Scheduling. Submits transactions to Curricular Affairs for creation of new courses and modifications to current courses. Utilizes UAccess student data and analytics to collect enrollment, course, curriculum, and scheduling data. Works with the Department head to monitor enrollments, registration, and to open or close sections as needed to meet department needs.
• Updates department website as needed. Supports department head, associate head, and business manager with administrative tasks and special projects. Arranges meetings and maintains the language academic calendar for undergraduate course levels. Collects and maintains records and data as needed. Collaborates with department head, directors, and advising teams on curriculum, student registration, and academic topics.
• Communicates pertinent information to instructors and directors in language programs regarding course assignments, office hours, course-related information, class surveys, final exams, and department policies and procedures. Refers undergraduate students to academic advisors or department faculty for minor and major advising. Assists undergraduate students with issues by directing them to the appropriate department administrator.
• Supports recruitment and retention efforts such as undergraduate events and awards, attends Undergraduate Studies committee meetings, and supports the Director of Undergraduate Studies and program directors.
• Assists with event planning including catering arrangements, room reservations, and invitations.
• Collaborates with the College of Humanities marketing team on advertising and promotional materials to comply with university brand guidelines.
• Assists with social media platforms to promote and disseminate information about the department and college initiatives.

• Advanced skills using Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook), Adobe, Canva, Google, Qualtrics, and Zoom.
• Knowledge of University systems such as UAccess and university policies and procedures.
• Knowledge and experience using social media platforms.
• Strong oral and written communication skills.
• Ability to manage confidential and sensitive information.
• Attention to detail, ability to prioritize, and ability to work effectively within a team and with centrally administered units.
• Ability to follow direction and guidance from supervisor.
• Punctual, collaborative, and adaptable, fostering a collaborative work environment through respectful communication.

Note:

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be exhaustive, and the institution reserves the right to amend or update this description as priorities evolve.

• High school diploma or equivalent is required.
• Minimum of 5 years of relevant experience, or an equivalent combination of education and work experience.

• Experience working at a higher education institution.