Administrative Assistant, Department of Classics and Languages & Culture Studies
Duties and Responsibilities
1. Manages a variety of complex administrative/support duties for two departments including designing, updating and maintaining the departments’ website.
2. Serves as the principal source of information and assistance for faculty members, students, visitors and telephone inquiries. Maintains departmental calendars, schedules, appointments, posts departmental announcements and events on Trinty Exchange, handles and follows up on numerous email requests, and incoming mail.
3. Manages the daily office operations and monitoring for compliance with departments policies and procedures, determining priorities and deadlines for the most part independently; and coordinating workflow including, ordering office supplies and maintenance of office equipment.
4. Provides faculty department administration support.
5. Coordinates Modern Languages’ annual Distinguished Scholar Lecture, and Classics’ Archaeology Institute of America monthly lecture series, including rooming accommodations and menu planning for luncheon and dinner events.
6. Course management including word processing of course materials and bi-monthly revisions for Schedule of Classes, and annual revisions for the Bulletin.
7. Maintains majors list, processes PeopleSoft reports for enrollments, student records information such as transcript requests and student course evaluations.
8. Processes correspondence, letters of recommendation, updates curricula vitae and syllabi.
9. Assists faculty members with compiling and updating information for their reappointment files for the Dean of Faculty.
10. Handles recruiting process for hiring new faculty.
11. Trains and supervises four to five student workers who assist in the photocopying and scanning requests. Various student projects consist of distribution of daily incoming mail, mailings regarding lectures and events, and data entry of contact information for applicants for numerous faculty searches.
12. Maintains files for administrative and office forms.
13. Makes arrangements for new faculty regarding office space and furniture, telephone and computer needs. Provides orientation of College and office procedures to new faculty.
14. Other duties as assigned to ensure the smooth operation of the department and programs.
Outstanding administrative assistant skills, excellent written and verbal communication skills, interpersonal skills, both with colleagues and over the phone, expertise in problem-solving, task and time management, and word processing, PeopleSoft and website proficiency. Must be proficient in determining priorities, able to exercise good judgment, comfortable in dealing with and working effectively with students, parents, faculty, staff and the general public. Must enjoy working in an academic environment; intellectual curiosity, comfort with college-age students and faculty, and a sense of humor are musts. Self-confidence and ability to work in self-directed manner essential. Must understand rules of and maintain confidentiality with respect to student records and personnel files. Equivalent to two years of secretarial school and three years related experience required, or any combination of education, training, or experience that provides the required knowledge, skills and abilities. Higher education experience preferred.
Full-time, full-year position (35 hours/week); level 12; $17.13/hour. The application review process will begin immediately; search will continue until the position is filled. To apply, please go to the following link: https://trincoll.peopleadmin.com/.
Trinity College is an Equal Opportunity/Affirmative Action Employer. Women and minorities are encouraged to apply. Applicants with disabilities should request, in advance, any needed accommodation in order to participate in the application process.