Job Details

Department: Col of Humanities and Soc Science

Classification: Admin Office Specialist 3

Job Category:Classified Staff

Job Type:Full-Time

Work Schedule:Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type:On Site Required

Pay Band:03

Salary:Salary commensurate with education and experience

Criminal Background Check:Yes

About the Department:

The Department of Modern and Classical Languages teaches and conducts research in languages, literature, and culture. It contributes to the academic programs in the College of Humanities and Social Sciences and the University by educating undergraduate and graduate students. The department offers five undergraduate major concentrations, eleven minors, a graduate-level certificate, a master's program with five concentrations, and a doctoral program in cultural studies.

About the Position:

The Administrative Specialist in the Department of Modern and Classical Languages plays a critical role in managing the day-to-day operations of the front office. The Administrative Specialist is the face of the department, greeting faculty, staff, and students, and assisting them as needed. The Administrative Specialist supervises a staff of student wage workers, teaching them valuable office duties and skills, and mentoring their development. The role assists the department chair and the office manager in several ways - planning events and keeping a departmental calendar of meetings; ordering textbooks, exam copies, and research materials for faculty; and ordering office supplies. The role acts as a liaison between students and faculty, as well as with many other offices and units across campus, including the Registrar, HR, the campus bookstore, and the catering and events management offices. The Administrative Specialist also oversees all placement exam and language waiver testing for students. The role supervises the administration of the exams, record and document the results, and pass the scores along to the registrar so they are accurately reflected in the student's degree tracking. The role also assists the department's publications committee in preparing recruitment and marketing materials, and updating social media accounts. The Administrative Specialist cross-trains to learn other office duties, as a means of professional development and to support staff and faculty, as needed.

Responsibilities:

Supervision of student assistants

• Oversees the hiring of student employees, ensuring they are properly trained and performing their assigned tasks effectively. This includes:
  • Managing the hiring onboarding;
  • Providing orientation and ongoing training;
  • Establishing clear expectations;
  • Evaluating performance; and
  • Fostering a positive work environment.

Event planning

• Will oversee logistics, including the on-site setup and support, as well as any needs for guests (lodging, parking, etc.);
• Coordinates most aspects of event planning and execution, including:
  • The logistics of finding meeting spaces and venues;
  • Ordering food and beverages and working with various catering vendors;
  • Tracking expenses and adhering to budget parameters; and
  • Assisting with advertising and marketing events.

General office duties and communication

• Assists faculty, staff, and students by:
  • Acting as a liaison with many central offices (Events management, Catering, Bookstore, Registrar, Print Shop, Facilities, etc.);
  • Reading, researching, and responding to inquiries sent to the department's general email address;
  • Assisting with faculty job searches by booking lodging, scheduling the agenda, setting up online interviews;
  • Clarifying and disseminating policies and procedures; and
  • Referring faculty members and students to the relevant university offices (HR, Student Academic Advising, Admissions, Registrar, etc.).

Language placement exams and waivers

• Manages the administering and processing of foreign language placement tests and waivers offered by the department by:
  • Keeping records of student information related to the test or waiver (date taken, score, graduation timeline, etc.);
  • Submitting all documentation to the Degree Audit office;
  • Monitoring student transcripts to confirm the waivers have been applied; and
  • Train all student assistants in the administering of the exams.

Marketing, Publications, and Archives

• Collaborates with faculty, staff, and the Publications Committee to develop, update, and edit departmental promotional, recruitment, and marketing materials;
• Manages the archiving of department records, including meeting agendas and minutes, committee lists, course syllabi and evaluations, and other materials as needed; and
• Oversees social media accounts and perform basic website updates.

Ordering books and supplies, managing small purchases

• Acts as a liaison between faculty and the bookstore to coordinate textbook orders for approximately 165 courses per semester (and 50 courses in the summer);
• Works with the bookstore to ensure proper translations and editions are available, and contact publishers to obtain desk copies for faculty as needed;
• Tracks and maintains inventory of all office supplies for the department; uses eVA system for purchase requisitions; and
• Handles small purchases for faculty, including conference registration fees and association dues, and reconcile monthly spending on department purchases.

Required Qualifications:

• High school diploma or equivalent;
• General office administration and customer service;
• Knowledge of general academic operations (including policies and procedures) and Microsoft Office (especially word processing and spreadsheets); and
• Ability to learn how to navigate University systems (for example Banner SCT).

Preferred Qualifications:

• Bachelor's degree in related field;
• General office administration fields - computing, finance, accounting - especially related to higher education;
• Ability to anticipate problems, make recommendations and suggest solutions to the office manager; and
• Develop diplomacy and ability to work effectively with individuals from a wide variety of personal and academic backgrounds.

Instructions to Applicants:

For full consideration, applicants must apply for Administrative Specialist at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Posting Open Date:June 5, 2025

For Full Consideration, Apply by:June 19, 2025

Open Until Filled:Yes