Office Services Assistant Senior
Company: Trustees of Indiana University
Posted on: February 13, 2020
SPANISH & PORTUGUESE (BL-SPAN-IUBLA)
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
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
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.
High school diploma or equivalent and three years of office
Excellent oral and written communication skills. Excellent
organizational skills including ability to work on multiple
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
Salary Plan: SS
Salary Grade: 0F
Job Function: General Admin
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
Keywords: Trustees of Indiana University, Bloomington , Office Services Assistant Senior, Administration, Clerical , Bloomington, Indiana
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