Administrative Support Specialist I - Modern Languages

Job Family Group: Staff Department/Office: Modern Languages & Literatures (Rita Urquijo-Ruiz) Time Type: Full time Compensation: $17.00-$21.17 Please note, starting salaries are based on factors including internal equity, relevant experience, and education. Exemption Status: United States of America (Non-Exempt) Job Description: Provides general administrative support to the Department of Modern Languages & Literatures under the guidance of the lead Administrative Support Specialist. This role focuses on assisting with day-to-day operations, maintaining records, and providing customer service to students, faculty, and staff. JOB DUTIES Essential duties, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations may be made as required. Requirements are representative of minimum levels of knowledge, skills, and/or abilities. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following: Administrative Support: Serve as a first point of contact for the department, answering phone calls, greeting visitors, and routing inquiries to appropriate staff. Maintain departmental files, records, and correspondence in both physical and digital formats. Assist with routine data entry tasks, including updating contact lists, schedules, and departmental records. Prepare and process routine documents, such as memos, correspondence, and meeting agendas. Event and Meeting Assistance: Provide logistical support for departmental events and meetings, including reserving spaces, ordering supplies, and coordinating setup. Distribute agendas, take meeting notes, and assist with follow-up communications as directed Course and Program Support: Support the department's course scheduling by entering data, verifying accuracy, and distributing schedules under the supervision of the Administrative Support Specialist II. Assist with program-related tasks, such as preparing materials for the Global Latinx Studies, EAST, and MAS programs. Purchasing and Budget Tracking: Submit purchase requests for office supplies and event materials. Assist with tracking departmental expenditures and preparing basic budget summaries for review. Prepare journal entries for transfer of funds between various operating cost centers. Oversee and execute P-card reconciliations for faculty. Student and Faculty Support: Provide general assistance to faculty and students by answering questions or directing them to the appropriate resources. Help onboard and oversee student workers, ensuring timesheets are submitted on time. Proctor and grade language placement exams. Responsible for all aspects of Sigma Delta Pi ceremonies, fees, reservations, and catering. ADDITIONAL DUTIES: Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience and integrity to provide professional leadership during emergencies. Complies with all Trinity University policies and guidelines. Performs other duties as required. EDUCATION Required: High School diploma or GED. Preferred: Associate's degree or equivalent from two-year college or technical school. EXPERIENCE Required: One (1) year of clerical/administrative experience. Preferred: Three (3) years of clerical/administrative experience with at least one (1) year in higher education. KNOWLEDGE, SKILLS, AND ABILITIES Required: Proficiency in the use of English grammar, spelling and basic math. Knowledge of current methods and systems of bookkeeping, filing and purchasing. Proficiency in Microsoft applications including Word, Excel and PowerPoint. Excellent verbal and written communication skills. Must be responsible, dependable and able to maintain confidentiality. Intermediate knowledge of administrative practices and procedures. Exceptional time management, organizational and problem-solving skills. Must have the ability to multi-task and work cooperatively with others. HOW TO APPLY For internal applicants , please apply through Workday using the 'Jobs Hub' application, see instructions provided here. For external applicants , when starting the application, select "Apply Manually." Only complete fields with a red asterisk, which are required. Please create your Workday application account using a personal email address, as you will need to maintain access to this account throughout the pre-hire process, if selected. For all applicants , you do not need to complete the "(Work) Experience," "Education," "Certifications," or "Languages" fields - these details will be provided in your curriculum vitae/resume.