Sr. Administrative Assistant - World Languages & Cultures

Job Description Summary
The Sr. Administrative Assistant for the World Languages and Cultures Department supervised by the Assistant Director of Administrative Operations plays a crucial role in providing academic and operational support to the department chair program directors faculty and students. Core responsibilities include managing the department front office supervising student workers and managing inquiries to ensure prompt and accurate responses. The sr. assistant also supports faculty with expense reimbursements coordinates class scheduling maintains faculty load databases and assists the chair with registration (permission numbers etc.). Additionally they help organize special events and projects handle requests from the Office of the Dean help to support other department administrative assistants in the college when needed and ensure their department operates efficiently and effectively. The World Languages and Cultures Department is part of Wilkinson College of Arts Humanities and Social Sciences home to eight diverse academic departments. As the Senior Administrative Assistant youll join a supportive team of administrative assistants who work collaboratively across the college fostering community and teamwork while sharing resources and ideas. This role offers the chance to contribute to a vibrant academic environment that values creativity intellectual exploration and social impact all while being part of a mission-driven institution dedicated to shaping the future of the arts humanities and social sciences.

Responsibilities
Provide administrative support to the department chair program directors faculty and students. Manage office operations including workflow procurement of supplies and responding to inquiries. Maintain departmental databases and provide information on policies and procedures. Maintain and monitor department/program budgets. Collaborate on budget planning and ensure accurate expense tracking. Process purchases reimbursements and faculty payments while adhering to fiscal policies. Assist in the creation and implementation of class schedules. Support class scheduling registration and faculty load management. In partnership with the department chair ensure full-time faculty meet contract load requirements monitor class registration status assist faculty with system access and manage classroom allocations in collaboration with the Office of the Registrar for appropriate classroom assignments Oversee the Administrative Process of Faculty Contracts. Generate and manage part-time faculty contracts ensuring compliance with policies and deadlines. Coordinate with relevant offices to finalize contracts and maintain accurate records. Coordinate special events meetings and projects. Plan and organize events including advertising logistics and materials. Support faculty with special projects and contribute to college-wide initiatives. Supervise Department Student Workers. Oversee student staffing needs including hiring scheduling and evaluations ensuring compliance with university policies and managing student hours within budgetary limits. Provide mentorship guidance and support to student staff while ensuring that departmental needs are met.

Required Qualifications
Bachelors degree and/or equivalent combination of education and work experience. A minimum of four years of experience in administrative support roles preferably in an academic setting Experience with budget management event coordination and office operations. Demonstrated creativity in problem-solving and project execution. Strong organizational skills to manage multiple tasks and priorities effectively. Ability to maintain accurate records schedules and databases Ability to collaborate with others on projects and independently execute assigned tasks. Proficiency in fostering a positive and inclusive environment conducive to collaboration and creativity. Strong commitment to teamwork. Technical skills to learn and use enterprise systems and departmental tools. Excellent computer skills Microsoft Office Suite with the ability to set up and maintain a database create presentations and set up zoom meetings. Desire to contribute to the advancement and reputation of the peace and justice department within the university and beyond. Experience working in a fast-paced environment with the ability to quickly adapt to changing priorities and manage multiple tasks simultaneously.