Program Assistant, Humanities Departments

Position Summary

This position provides administrative support to all academic departments within the College of Humanities, Education, and Social Sciences that are housed on the 3rd floor of the Palumbo Academic Center. In addition, this individual provides support to the Associate Executive Director of the Northeast Modern Language Association (NeMLA), for which Gannon University is the administrative home. Finally, this individual provides administrative support for the Graduate Council.

Essential Functions

1. Administrative Academic Support

• Schedule and attend departmental meetings, Laudato Si' Committee meetings, Graduate Council meetings, Global Summit Planning meetings, and other meetings as required; take and distribute meeting minutes when appropriate.
• Process faculty expense statements, including reviewing for accuracy, tracking receipts, and coordinating with the Dean's Office and Finance Office.
• Manage the departmental purchasing card, track receipts, and complete monthly reconciliation.
• Plan and support events by making space reservations in Coursedog, coordinating catering orders, arranging hotel accommodations and flights for guests, and assisting with event promotion.
• Coordinate the Writing Awards process, including preparing certificates and award payments for 50+ students.
• Manage 16 budgets, including departmental budgets, three endowments, rollover accounts, and special funds.
• Respond to requests from 40+ full-time and adjunct faculty members.
• Collect, review, and electronically file approximately 150 course syllabi each semester.
• Maintain and service three printers on the 3rd floor.
• Support faculty searches by scheduling initial interviews, communicating with candidates and search committees, organizing campus visits.
• Oversee and assign tasks to student workers, as applicable.

2. NeMLA Administrative Support

• Provide comprehensive administrative support for the Northeast Modern Language Association (NeMLA).
• Serve as liaison with the Executive Board, Executive Directors, Board of Directors, and Caucus Representatives.
• Manage the NeMLA support inbox, responding to up to 30+ inquiries daily.
• Recruit, schedule, and coordinate 60+ conference volunteers.
• Process 85+ payments for Graduate Student Caucus (GSC) and CAITY travel awards, essay awards, and speaker honoraria.
• Utilize QuickBooks to process payments and reimbursements.

3. Graduate Council Support

• Maintain the Graduate Council Microsoft Teams channel, including shared files, membership access, and sub-channels.
• Schedule monthly Microsoft Teams meetings for the full Graduate Council (50+ members).
• Track curricular proposals through Coursedog.
• Distribute the annual call for Graduate Research Assistantships.
• Coordinate Graduate Student Professional Development funding across three award cycles each academic year.

Required Qualifications

Education: Educational background equivalent to a bachelor's degree. Experience: Three years of general secretarial experience with a working knowledge of Microsoft Office products and/or experience with event planning, customer support, or student support. Skills: Must possess excellent verbal, written, proofreading and organizational skills; the ability to multitask and prioritize responsibilities.