Administrative Associate, Spanish & Portuguese

The Department of Spanish and Portuguese in the College of Humanities seeks a highly qualified, self-motivated individual to serve as an Administrative Associate. The successful candidate will join a dynamic team dedicated to supporting the department's faculty and students.

This position provides broad administrative support across the department and collaborates closely with program directors, staff, and the department head. Responsibilities include scheduling and maintaining undergraduate courses; submitting catalog requests for new courses and revisions to existing Spanish and Portuguese courses; coordinating departmental events; supporting social media and communications efforts; and assisting with a variety of operational and student-facing activities.

This is an in-person position residing in the Tucson area.

Alumni Jacquelynn and Bennett Dorrance have made a gift commitment of $5.4 million to endow the deanship of the University of Arizona College of Humanities and inspire on campus and throughout the world a continuous and fearless spirit of open inquiry: https://humanities.arizona.edu/about/fearless-inquiries-project.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

• Schedules and maintains classes for the undergraduate
  program in the Spanish & Portuguese department, by submitting all
  curriculum requests and revisions to the office of Room & Course
  Scheduling. Submits transactions to Curricular Affairs for the creation of new
  courses and modifications to current courses. Utilizes UAccess student and analytics
  to collect data on enrollment numbers, course data, curriculum, and scheduling
  maintenance. Works closely with Department head to monitor enrollments,
  registration, and opens or closes sections as required to meet the needs of the
  department.
• Updates department website as needed. Supports department
  head, associate head, and business manager with various administrative tasks and
  special projects as assigned. Arranges meetings and maintains the language
  academic calendar for the undergraduate course levels. Collect and maintain
  records and data as needed. Collaborates with department head, directors, and advising
  teams on curriculum, student registration, and academic topics.
• Communicates pertinent information to instructors and
  directors in the language programs throughout the semester, winter and
  summer regarding course assignments, office hours, course related information,
  class surveys, final exams, department and university policies and procedures. Refer
  undergraduate students to meet with academic advisors or department faculty for
  minor and major advising. Assist undergraduate students with issues or concerns
  by directing them to the proper department administrator.
• Supports recruitment and retention efforts such as
  undergraduate events and awards, attends the Undergraduate Studies committee meetings,
  and supports the Director of Undergraduate Studies and the directors of Spanish
  and Portuguese programs.
• Assists department in event planning including catering
  arrangements, room reservations, and invitations.
• Works closely with the
  College of Humanities marketing team on our advertising and promotional materials
  to comply with university brand guidelines.
• Assist with social media platforms to promote and disseminate
  information about our department and college initiatives.

Knowledge, Skills and Abilities:

• Advanced skills utilizing Microsoft Office Suite (Teams, Word, Excel,
  Powerpoint, Outlook), Adobe, Canva, Google, Qualtrics Zoom.
• Knowledge of University systems such as UAccess, university
  policies and procedures.
• Knowledge and experience using social media platforms.
• Strong oral and written communication skills.
• Ability to manage confidential and sensitive information.
• Exceptional attention to detail, ability to prioritize, and work effectively within the team and with centrally administered units in the university.
• Ability to follow direction and guidance from supervisor.
• Punctual, collaborative, and adaptable.
• Fosters a collaborative work environment through respectful and effective communication.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

• Experience working at a Higher Education institution.