Administrative Associate, Spanish & Portuguese

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

Knowledge, Skills and Abilities:

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