Overview

Description

The primary function of the Administrative Assistant role is to provide prompt, efficient, and accurate administrative support to the Languages & Literature (L&L) Division, which currently comprises 55+ professors and 16 programs. The person in this position will be the principal L&L staff team point-person for faculty in the Foreign Languages, Cultures and Literatures (FLCL) Program, as well as the Asian Studies, Classics, Middle Eastern Studies, Russian and Eurasian Studies Programs. The Bard Translation and Translatability Initiative (BTTI) will be supported primarily by the person in this position too. Program support includes but is not limited to event planning, providing budget support, and handling projects and special requests as needed. 

This is a full-time, non-exempt, 12 month per year position reporting to the Chair of the Languages and Literature Division.

 Duties

  • Provide admin support for L&L programs, handle day-to-day requests as needed for 55+ L&L professors: create/review and submit check requests, review and submit faculty research & travel packets, manage transfers between accounts, update and maintain program websites, Listservs, Google Groups, and calendars, scanning/copying/print requests. · 
  • Broad spectrum of duties: scanning, printing, photocopying, emailing, handling mail, inventory, supply orders, word processing as needed, calendar management.
  •  Light bookkeeping: submit purchases, check requests, honorariums, and budget transfers.
  • Faculty searches: assist in facilitating online and/or on campus interview processes including travel, lodging, meals, scheduling interview meetings and creating itinerary.
  • B&G requests Central Services jobs, graphic design projects, special supply orders, arrangement of faculty meetings and catering, making class readings and scans accessible for all students, managing supplies and repairs for copiers, ordering desk copies of required texts. Order and maintain stock of commonly requested items, handle special requests when needed 
  • Coordinate visiting speaker/conference/retreat/event logistics for events across 16 programs: arrange travel and lodgings, book campus space and arrange AV or related support, manage event promotion via entry in online calendars, announcements, and poster design, handle process of printing and distributing posters, process related honoraria, transfers, and check requests, ensure that all relevant records are digitized and filed or hard-copy filed appropriately.
  • Work with Study Abroad office to manage logistics for language intensive travel: assisting students with required forms and ensuring completion, confirming and organizing student flight and health information, arranging travel back from airport, handling billing and check requests per faculty-created budget.
  • Large projects every school year/twice a school year: preparing, editing, formatting course offerings list for review and submission; scanning, assembling, and preparing course readers as needed; gathering availability and managing all scheduling for Language Moderation boards/assist with Written Arts Moderation boards, coordinate publishing of Sui Generis.
  • Assist with Foreign Language Exchange Tutors program: maintain website and Google Group, assist with day-to-day support as needed.

 

Qualifications

  • Bachelor’s Degree required.
  • Minimum 3 years of experience in an office setting.
  • Excellent organizing skills, attention to detail, ability to multitask, and meet deadlines.
  • Competency in one or more calendaring/scheduling programs.
  • Proficiency in Microsoft Office Suite, Google Docs, Excel, Adobe Proficiency with Canva/InDesign or other graphic design program.  Working knowledge of Canva a plus.
  • Training in CMS Tools, BIP, and Space Management.
  • Ability to work independently and with a team.
  • Excellent verbal and written communication skills.
  • Must be able to work occasional evenings and weekends when needed.

Physical Requirements 

  • Must be able to sit for extended periods of time and work in standard office environment.
  • Must be able to occasionally lift 30 pounds.

Application Instructions

To apply, please submit a cover letter, resume, diversity statement and the contact information for three professional references on Interfolio:  http://apply.interfolio.com/108913

Equal Employment Opportunity Statement

Bard College is an equal opportunity employer and we welcome applications from those who contribute to our diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, mental, or physical disability, age, sexual orientation, gender identity, national origin, familial status, veteran status, or genetic information.

Bard is committed to providing access, equal opportunity, and reasonable accommodation for all individuals in employment practices, services, programs, and activities.

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