Classification & Title: Principal Office and Administrative Specialist, 1826
Working Title: Principal Office and Administrative Specialist
Percent Time: 75% (30 hours/week)
Work Schedule/Hours: Monday through Friday, 9 to 3:30pm
Type: Regular, part-time
College/ Admin Unit: College of Liberal Arts/French and Italian Dept.
Campus Location: 314 Folwell Hall
General Office and Administrative Support (50%)
Serve as first point of contact to the department. Strong customer service skills, professionalism and reliability are essential in fulfilling department needs.
Greet and direct visitors, answer department phone and emails, relay messages, perform general office duties.
Respond to inquiries and requests from visitors, faculty and staff.
Order office supplies; monitor copier usage, toner, & supplies; reorder supplies as necessary.
Responsible for all general care, maintenance, & repairs of department equipment.
Receive & distribute campus & U.S. Mail, packages/deliveries, & faxes.
Assist with projects as assigned; create forms, signage, & document as needed; assist with filing; process mailings and copy jobs as requested
Assist with visitor accommodations & travel arrangements; assist in planning, scheduling, facilitating, & cleaning up after department events
Schedule rooms using Google Calendar & Astra Scheduler; arrange meetings as needed
Responsible for department purchasing and own p-card reconciliation.
Space & Facilities Management support; provide support for office moves; manage access & keys.
Monitor and maintain the Dept. kitchenette and the Dept. area to ensure good condition.
Serve as backup for other office staff
Assistant to the Director of Undergraduate Studies (DUS) (25%)
Work closely with the DUS, CLA advisers, & administration to provide support for the French & Italian Undergraduate Programs & related projects
Provide advising support by responding to student inquiries & directing students to appropriate resources; manage DUS advising calendar; enter student data in PeopleSoft; assist with scheduling & advertising major/minor declaration sessions; assist students returning from study abroad
Gather, prepare, & edit information and data with regard to undergraduate programs; develop & prepare reports/statistics for DUS and faculty as requested
Respond to general inquiries from students; communicate University and Department policy & procedures regarding registration, grading, & grievances to students & faculty
Ensure appropriate registration & direct questions about language proficiency exams to appropriate staff; assist undergraduate students to resolve registration issues
Course Support (15%)
Assist in course scheduling process; gather instructional preferences; resolve scheduling conflicts; prepare class schedule; & enter data in PeopleSoft. Act as liaison between Department & the Office of Classroom Management (OCM)
Oversee requisition of textbooks & course materials (i.e. audio/visual materials, instructor manuals, course packets) for all courses; contact publishing companies' representatives to acquire instructor desk and/or review copies
Serve as resource for the Directors of Language Instruction (DLI) & course supervisors for all student information (i.e. student grades, academic records, biographical information); maintain historical course & instructor data, as well as registration & course statistics; build & prepare reports as needed
Check dropbox for student submissions of homework, papers, SRTs
Update & post course information, instructor office hours, & other postings; manage tutor schedule
Other duties as assigned
Create & update flyers, brochures, documents, & other print pieces for academic programs, special events, etc.
Maintain Department website, blogs, & social media presence
Assist with course advertisement
Maintain French and Italian bulletin boards & display cases
Maintain the departmental listservs; distribute announcements
High School Diploma/GED and two years of related office and administrative experience. Training/education may be substituted for up to one year of experience.
Customer service related experience via phone, email, and personal contact.
Experience working in a higher education setting with faculty and students in a foreign language and literature department; knowledge of University policies and procedures.
Experience with development of print and digital communications; experience with website maintenance and/or management of social media presence.; proficiency in Adobe CS/InDesign helpful.
Excellent interpersonal and problem solving skills including demonstrated ability to effectively work independently and as a part of a team with diverse groups and individuals.
Proven ability to manage multiple projects simultaneously and prioritize tasks in a fastpaced work environment with frequent interruptions.
Proficient computer skills to include: Microsoft Office Suite, including Word and Excel, writing and editing documents, ability to accurately transcribe data, electronic calendaring experience.
Experience with event planning and organization.
Experience with P-card reconciliation and EFS.
Knowledge of French or Italian language(s) helpful.
Internal Number: 328257
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.