Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). Two (2) or more years of full-time, progressively responsible administrative experience. Experience in office management, accounting, and correspondence/communications. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, OneDrive, Google Forms, Google Mail, Google Apps, Google Drive, etc.). Experience interacting with individuals at various levels.Preferred Qualifications:
Master's Degree (foreign equivalent or higher). Experience in a higher education environment. Accounting, procurement, event coordination, and fundraising experience. Experience working with one or more computer systems, such as: Wolfmart, SBU Reporting, SOLAR, 25Live, Avid, SUNY BI, and Modern Campus CMS.Brief Description of Duties:
The Staff Assistant will provide administrative support to the Directors for the CAS Academic Centers and Institutes and to the Department of Languages and Cultural Studies. In addition, the selected applicant needs to have a firm grasp of the goals, needs and challenges of an interdisciplinary, multi-unit academic institute and of a department offering multiple languages and degrees. The successful applicant will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail, with the ability to work across many complex settings.The Staff Assistant will support a variety of operational and administrative functions on behalf of the CAS Academic Centers and Institutes and to the Department of Languages and Cultural Studies, requiring a thorough knowledge of university policies and procedures. The incumbent is expected to always display initiative and a professional demeanor.As the first-level liaison on behalf of the Department of Languages & Cultural Studies Department and as the assistant to the CAS Academic Centers and Institutes, the incumbent will use discretion in the dissemination of information to faculty, staff, and students. The successful candidate will have experience working with and maintaining confidential information with a high degree of professionalism, integrity, discretion, and tact. They will also effectively multi-task in a fast-paced, deadline-driven environment with a high degree of accuracy and organization. The applicant must have the ability to interact with individuals at various levels within an institution as well as the general public whenever necessary.

• Academic Centers and Institutes
  • Event Coordination:
    • Coordinate special events for Academic Centers and Institutes, including external speakers, departmental receptions, conferences, workshops, etc. Reserve venues on and off campus. Work with local hotels for visitors' lodging. Order all supplies, food, and arrange transportation. Create flyers for events. Attend and plan for events throughout the year.
  • Procurement:
    • Process travel expenditures and honoraria for event guests. Submit and track purchases and invoice payment for event activities. Track office expenditures and be familiar with policies and regulations that affect the use of RF/SBF/State/IFR funds, whenever appropriate.
  • Social and Online Media:
    • Key responsibilities include day-to-day monitoring of the Centers and Institutes social media and website accounts, with a focus on quality control of social-first and website content that supports the University's content calendar, mission, and brand pillars. Interact and build relationships on social media to help grow audience, influence, and engagement on the primary social media accounts and ensure website content is up-to-date and accurate. Writing and producing digital content for the Academic Centers and Institutes social media accounts and website.
• Languages & Cultural Studies, U/G Coordinator
  • Scheduling:
    • Prepare schedules for Fall, Winter, Spring and Summer semesters. This involves working closely with Department Chair and Directors of Undergraduate and Graduate Studies to complete both undergraduate and graduate course offerings by their specified deadline. Enter these schedules into PeopleSoft in a timely fashion and review for accuracy. Prepare and maintain a departmental schedule, listing all pertinent information regarding course offerings. Submit room requests for specific faculty needs, and special topics titles to UG curriculum committee and graduate school on google doc forms. Collect the final exam information from faculty and, once rooms are assigned, distribute them to faculty. Ensure that instructors abide by University regulations regarding the submission of final grades. Request and file course syllabi. Compile data in spreadsheets for various reports (e.g., MS review, enrollment reports, class rosters, grade rosters, current list of majors and minors and degree candidates).
  • Administration & Events:
    • Assist the Director of Undergraduate Studies and the coordinators of the language programs with administrative needs of undergraduate students. This entails directing undergraduate students (majors, minors, and other students currently enrolled in all LCS courses) to appropriate faculty advisors, according to questions and issues raised as well as answering certain non-advisory questions and handing out worksheets to students regarding the major/minor programs.
    • Serve as principal organizer of May Convocation ceremony, reserving room, ordering food and preparing department certificates.
    • Maintain up-to-date information on LCS Department Website and Brightspace for LCS major and minor students to access. Post special events and information on Brightspace for LCS major/minor students regarding internships, when to file for graduation, when events will be held, etc.
  • Clerical:
    • Assist ATC, Chair of LCS with secretarial duties linked to their functions. Basic clerical work, as needed, daily, in and for the Departments. Respond to emails, phone calls and in-person visits. Assist with their inquiries and direct to appropriate faculty or other University units when required. Support faculty with community outreach. Follow up with instructors regarding various deadlines.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.For this position, we are unable to sponsor candidates for work visas.Resume/CV and cover letter should be included with the online application.

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