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Office Services Assistant Senior

Company: Trustees of Indiana University
Location: Bloomington
Posted on: February 13, 2020

Job Description:



Department Information

Our mission is to help students achieve an international perspective that enhances their ability to question critically, think logically, and communicate clearly in a global environment. Through our commitment to excellence in research, teaching, and service, including the mentoring of students and colleagues, the Department of Spanish and Portuguese expands knowledge of the languages, literatures, and cultures of the Iberian Peninsula, Latin America and the Caribbean, Lusophone Africa, and the U.S.

The Department of Spanish and Portuguese is a community of scholars, teachers, students, and staff from a wide range of cultures, nationalities, ethnicities, races, and social backgrounds. We are committed to diversity and non-discrimination, and to maintaining an environment of inclusiveness and respect. We also promote the inclusion of varied opinions in our classrooms and interactions with one another, and the use of civil discourse to achieve these goals.

The College values diversity, equity, and inclusion as a core strength and essential element in the success of its educational mission. For full diversity statement, click

Job Summary

Serve as departmental resource for administrators, faculty, alumni, constituents, graduate and undergraduate students. Serve as coordinator, scheduler, record-keeper, initiator, organizer and task-master for multiple special projects and continuing departmental functions.

Coordinate preparation and distribution of basic language program (BLP) course exams for five courses, approximately 100 sections and 2500 students each semester, secure files and manage storage, working collaboratively with Director of BLP, Assistant DBLP, Director of Technology, and four course supervisors. Prepare, proofread and distribute BLP syllabus and other course materials (In-Class Writings, oral exams). Maintain BLP course share files on department server. Prepare semester schedules for exam and ICW preparation, monitoring compliance to deadlines and procedures. Schedule, prepare materials, proctor, and update course supervisors, instructors and students about all aspects of 100 and 200-level DSS and make-up exams. Update schedules on department server. Coordinate ongoing services of department tutor lab.

Plan and execute annual MESDA lecture, colloquium and other major department events (travel and lodging, scheduling venues and equipment, announcements, itineraries, budget, meals). Serve as liaison for guests, attendees, speakers and vendors. Assist with faculty lectures and brown bag series' by scheduling rooms and equipment and making announcements. Plan and oversee preparations for two annual department receptions and various recognition ceremonies. Maintain department online events calendar.

Perform as managing editor for La Gaceta Internacional online newsletter. Coordinate all aspects of the department's main communication with alumni and constituents. Edit, write articles, take and select photographs, and make design decisions in consultation with faculty editor and web specialist. Manage distribution lists and alumni submissions for publication.

Assist chair and members of Faculty and Visiting Lecture / Post Doc search committees, compiling materials for candidate files, providing routine correspondence with candidates, updating committees of new materials, and coordinating committee access to files. Plan and implement Zoom and on-campus interview processes. Maintain a spreadsheet on candidate information and committee decisions. Assist in compilation of materials for promotion and tenure dossiers for TT and NTT positions.

Update Department Administrative Manual in consultation with department chair, program directors and administrative staff, and publish annually. Monitor grades of Incomplete given by department instructors, and ensure compliance with university policies and procedures. Perform as office space coordinator for incoming faculty and instructors. Assess furniture and computer and/or printer needs, and update computer programs in shared office spaces. Monitor general department email account. Create new email and Box accounts for special projects. Create and maintain various email listserv accounts. Serve as back-up payroll processor and cross-train to cover other support staff positions when incumbent is on leave or position is vacant. Audit payroll for all academic, SAA, staff and temporary employees.

Required Qualifications

High school diploma or equivalent and three years of office experience.

Excellent oral and written communication skills. Excellent organizational skills including ability to work on multiple tasks.

Preferred Qualifications

Knowledge of university policies and procedures.

Working Conditions / Demands

Many projects are fluid, ever-changing based on personnel involved, expected goals / outcomes, and new University systems and policies. Must be flexible to adapt as needed. Incumbent keeps detailed lists of event/project goals and expectations, follows through with tasks and evaluates successes and reassess for future improvements. Examples--Events: was the venue appropriate, did the equipment meet needs, and was the catering plentiful and as ordered. Alumni Newsletter: change from paper form to electronic format, new audience, different focus, how can we engage alumni.

This position is governed by procedural directives from department Chair, program directors and Fiscal Officer, as well as the department administrative manual. Decisions are made in consultation with or under direction from administrators. Scope and impact is to provide assistance in the most helpful and efficient manner to all constituents within the department, university and community.

Work Location

Bloomington, Indiana

Job Classification

Salary Plan: SS

Salary Grade: 0F

FLSA: Nonexempt

Job Function: General Admin

Posting Disclaimer

This posting is scheduled to close at 11:59pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. .

Keywords: Trustees of Indiana University, Bloomington , Office Services Assistant Senior, Administration, Clerical , Bloomington, Indiana

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