The Department Assistant for the Spanish Department advances the mission of Calvin University by providing administrative support for the department chair as well as organizational management of the academic department, promoting efficient departmental operations and cross-departmental cooperation. 

DUTIES AND RESPONSIBILITIES (OTHER DUTIES AS ASSIGNED):

1. SUPPORT THE DEPARTMENT CHAIR
2. NEW FACULTY RECRUITMENT—Assist the department chair with tracking and arranging all aspects of new faculty recruitment including advertising, scheduling campus visits, and making travel, lodging, and financial arrangements.
3. FACULTY REAPPOINTMENTS—Assist the department chair with gathering elements of faculty reappointment dossiers, such as soliciting evaluations from current students and alumni.
4. BUDGET ADMINISTRATION—Issue purchase orders, process invoices, and maintain budgetary electronic records to accurately track departmental expenditures, monitor spending, and to address budget related questions in a timely manner.
5. OTHER DUTIES AS ASSIGNED—Assist the department chair with other duties such as course scheduling, catalog copy revisions, assisting in preparation for accreditation reviews, departmental meetings, scheduling and room reservation for all departmental activities.
6. SUPPORT THE DEPARTMENT
7. OFFICE MANAGEMENT, RECEPTION, AND PUBLIC RELATIONS—Provide administrative support for the department. Draft, proofread, and edit correspondence, frequently in Spanish. Order and purchase supplies, including paper for all foreign language departments. Maintain and request service for office equipment.  Promote a welcoming atmosphere within the department. Maintain departmental web pages and bulletin boardsin consultation with departmental chair.
8. ADMINISTRATION OF PROFICIENCY, EXEMPTION AND CREDIT EXAMS—Coordinate the administration of the proficiency exams for Spanish students in the Education program, the 202 exemption and the 301/302 credit exams. Prepare tests, receive and process fees, coordinate test grading, notify students and Education Department of grades, and maintain database.
9. INSTRUCTIONAL SUPPORT—Assist the department with quality classroom instructional support, including processing class materials in Spanish such as syllabi, handouts, exams, and organizing materials for communication group leaders. Order multimedia supplies.
10. SUPPORT FOR DEPARTMENTAL PROGRAMS ABROAD—Assist the program directors of the Spanish semester programs in Peru, Honduras and Spain, and the interim in Mexico. Help with aspects of the selection process including recruitment, maintaining a database, scheduling interviews, and related correspondence which is in Spanish. Serve as the program directors’ liaison while the groups are abroad.
11. EVENT COORDINATION—Make advertising and logistical arrangements for department colloquia and seminars. Coordinate department events such as degree completion, book publication, or retirement receptions. Assist the departmental social events coordinator as appropriate.
12. STUDENT ASSISTANT SUPERVISION—Assist departmental chair with recruiting and hiring qualified students to work as tutors, communication group leaders,and office assistants. Coordinate work schedules, process student payroll, and assist in the organization and administration of documents related to communication groups..  
13. SUPPORT THE UNIVERSITY—Support the mission of Calvin University in education, scholarship, and community. Engage in college strategic initiatives and actively seek ways to promote a community of learning.

SUPERVISORY RESPONSIBILITIES: Provide supervision to student tutors, student communication group leaders, and student office assistants.

SKILL REQUIREMENTS:

1. Exceptional oral and written communication skills in English. 
2. Technically savvy (ability to use the Office 365 product suite).
3. Have an understanding/interest in website management. 
4. Proven capacity and bandwidth for office work, strong initiative to anticipate needs and stay current in a fast-paced, changing environment. 
5. Knowledge of co-curricular student social culture, experiential education, student development and the student collegiate experience highly preferred.
6. Vision for continuous improvement to streamline department workflow and improve workplace efficiencies.
7. Resiliency and flexibility to meet the demands of departments with rotating department chairs.
8. Fluency in Spanish preferred.

EDUCATION AND EXPERIENCE:

1. A high-school diploma or general education degree (GED), an associate’s degree is highly preferred.
2. 1-3 years office experience; or equivalent combination of education and experience.  
3. Strong organization, written and verbal communication, interpersonal and analytical skills required. 
4. Knowledge of computers and related software required. 
5. Supervisory experience and experience in academic administration helpful.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands include: 

• Proofreading and checking documents for accuracy.
• Using a keyboard to enter, retrieve or transform data.
• Closely examining or inspecting materials.

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.

FAITH AND EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin College as a Christian liberal arts college affiliated with the Christian Reformed Church.
2. A commitment to the Christian faith and to the integration of faith, learning, and student development.

Required Skills Required Experience