Position Summary

This role provides direct and embedded support for an academic department/program and the journal Revista de Estudios Hispanicos (REH), while reporting to the Arts & Sciences Academic & Administrative Cluster (AAC). Additionally, the role helps to provide further support for multiple academic units partnering with the AAC. This role will collaborate in a team environment with fellow academic and administrative coordinators as part of the AAC, as well as working with faculty and students in academic units, with the end goal of providing support to enable the journal, teaching, and research endeavors to flourish.

Job Description

Primary Duties & Responsibilities:

Department Support

• Support department leadership: schedule meetings; coordinate facilities, computing, and housekeeping; receive questions and inquiries; assist with the calendar; assemble tenure and promotion dossiers; organize faculty and postdoc searches.
• Faculty support: provide support for faculty regarding scheduling, travel, and administrative office support; arrange and support faculty meetings.
• General office support: provide clerical support, including preparing general correspondence, receiving visitors, telephone calls, and email requests, scheduling common spaces, maintaining department files and records; order office supplies; maintain required inventories.
• Event planning: plan and coordinate all aspects of special events (seminars, conferences, receptions, ceremonies, guest lectures, etc.), including itineraries, reimbursements, travel arrangements and transportation, accommodations, communications, food service, etc.
• Web/communication: maintain content websites; coordinate newsletters, brochures, and other publications; maintain information in course catalogs and school informational resources (e.g., Bulletin); work with other academic departments and programs to share information and coordinate activities.
• Academic and student support: provide academic and student support, including student and course data management systems, undergraduate and graduate student support, and provide support to directors of undergraduate and graduate study.

Administrative Cluster Support

• Provide backup support as needed for other cluster colleagues.
• Collaborate in a team environment on projects supporting multiple departments/units.
• Attend trainings and job development opportunities as needed.
• Attend university meetings and events as a representative of the cluster and report back to all cluster members regarding relevant information.

Revista de Estudios Hispanicos (REH) Journal Production Support

• Coordinate with General Editor, Book Review Editors, Editorial Assistant, designer, and copy editors during publishing phases.
• Manage communication between copy editors and authors for queries, edits, and final versions.
• Send copyedited articles to authors and track responses.
• Create and maintain Table of Contents with the General Editor.
• Submit Table of Contents and articles to the designer.
• Facilitate communication between designer and production team for proofing and final review.
• Submit final journal to Sheridan Press and Project Muse facilitating any communications or administrative questions.
• Handle inquiries and administrative questions related to production.

Revista de Estudios Hispanicos (REH) Administrative Support

• Administrative support: create and maintain yearly calendar; maintain storage of journals and files; and provide support to REH editorial board.
• Journal distribution: manage subscriber mailing list; works with financial partner to manage payments sent to REH and invoices for REH; distribute REH copies; and post digital copy to Project Muse. Journal copyright: manage journal and new issue copyright process including keeping files and maintain communications with the US Copyright Office.
• Event planning: plan and coordinate all aspects of special events (seminars, conferences, receptions, ceremonies, guest lectures, etc.), including itineraries, reimbursements, travel arrangements and transportation, accommodations, communications, food service, etc.
• Social media and website management: maintain and create posts for REH social media accounts (YouTube, etc.) and REH website, as approved by the General Editor and in accordance with WashU Social Media policies and procedures; and create other publications, announcements, and fliers as requested.
• Perform other duties as assigned.

Working Conditions:

Job Location: Normal office environment using typical office equipment. Physical Effort: Repetitive wrist, finger, hand movement. Frequent interruptions. Ability to work outside normal office hours as needed. Ability to lift up to 35 lbs.

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience. Work Experience: Administrative Or Coordination Role (2 Years). Skills: Adaptable to New Technologies, Collaboration, Confidentiality, Customer Responsiveness, Detail-Oriented, Effective Written Communication, Independent Judgment, Interpersonal Effectiveness, Multitasking, Oral Communications, Outstanding Organizational Abilities, Prioritization, Spanish Communication. Must be bilingual in Spanish, possessing intermediate skills in reading and writing, and demonstrating fluency in speaking Spanish.

Preferred Qualifications

Education: Bachelor's degree. Work Experience: Development Of Content For Digital Communications (2 Years), Academic Administration (2 Years). Skills: Computer Literacy, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Teamwork, Working Independently, Written Communication.

Grade

G07-H

Salary Range

$19.29 - $29.91 / Hourly