University of Rochester Academic Program Asst in Rochester, New York


Full Time 40 hours Grade 009 Modern Languages and Cultures


8 AM-5 PM


General Purpose:

Organize, coordinate, and direct the workflow of a diverse department while serving as principal administrative assistant to the Department Administrator, the Department Chair, and program heads of the Chinese, Comparative Literature, French, German, Italian, Japanese, Korean, Polish, Portuguese, Russian, Russian Studies, and Spanish programs. Provides administrative assistance to faculty and fields communications about all programs and activities to faculty, staff, students, and public. Counsels students and staff with respect to University and department rules and services, making referrals as indicated and rendering decisions or approvals in accordance with established policy. Represents department as liaison to the College Deans Office, Registrar, College Center for Advising Services, Office of Summer Programs and Part-Time Studies, ITS, International Services Office, Center for Study Abroad, Event and Classroom Management, University Facilities and Services, and other university departments, pertaining to rules and regulations of budgets, undergraduate and graduate programs, and conferences and events. Administers incoming and outgoing invoices; Request for Payments; purchase orders; travel, conference, and research reimbursements; and equipment maintenance. Generate and monitor fax and photocopier billing. Participates in a regular budget meeting with the MLC Administrator to assure accuracy of expenditures/balances of the budget/Ledgers, and the Operating, Advising, Research, Endowment, and Capital Budget Accounts.

Specific Responsibilities:


  • Field communications via telephone, email, and in person.
  • Compose routine and non-routine correspondence using word processing and spreadsheet skills.
  • Organize common areas, post flyers, and arrange message boards.
  • Maintain calendar of events by requesting information from faculty and staff.
  • Responsible for booking of Hartman Room for classes, events, and meetings.
  • Serve as principal coordinator of department events (such as the Undergraduate Research Conference, commencement diploma ceremony, lectures, conferences, receptions, film screenings and festivals, advising fairs, and orientation and pre-registration parties), with particular focus on: orchestrating time frame; coordinating logistics and finances with co-sponsors; arranging travel, services, and honoraria for guest participants; reserving rooms; requesting AV and facilities support; ordering refreshments; designing and circulating posters, fliers, and programs; promoting events via email, web, and social media; and overseeing related budgets and payments.
  • Primary organizer of the annual 2-day Pedagogy Workshop available to instructors campus-wide.
  • Assist Department Administrator in compilation of faculty promotion cases and recruitment process.
  • Distribute rosters, Student Course Opinion Questionnaires, and course and exam schedules.
  • Attend meetings to keep abreast of university policies and procedures.
  • Assist faculty with room, computer, grading, and forms issues.
  • Assist in training and direct Department Receptionist.
  • Supervise student employees.
  • Solicit, schedule, and maintain departmental course offerings each semester along with faculty and Registrar’s office, and maintains Online Working Report and Course Schedules/Course Descriptions, while relying on instructions and pre-established guidelines to perform related functions.
  • Maintain and updates Google forms used for course submissions.
  • Maintain records of cross-listed courses and coordinates cross-listings with other academic departments.
  • Prepare and coordinate summer courses on campus and multiple language courses for Study Abroad programs in Arezzo, Italy; Berlin, Germany; Rennes, France; St. Petersburg, Russia; and alternating Spanish-speaking locations (Quito, Ecuador or Granada, Spain).
  • Schedule annual Pedagogy course and organizes two-day Pedagogy workshop in August.
  • Responsible for course flyers, College Course Forms for new courses and changes to other courses to the Dean’s office, course number management, clusters, waiting lists, and syllabi.
  • Produce course listings and brochures to be distributed in classes and at pre-registration events.
  • Provide support for the College’s Language Coordinator, and serves as liaison between Language Coordinator and department.
  • Oversee online placement test (WebCAPE) for Chinese, French, German, Russian, and Spanish; ensure that it is properly listed on Blackboard; retrieve and compile scores; distribute scores to Language Coordinator and program heads; and answer questions from faculty and students regarding the placement test.

Web and Social Media:

  • Maintain departmental website, create new pages and amends existing pages as needed, and ensure compliance with University standards and styles.
  • Ensure that information listed on individual program pages (e.g., major and/or minor requirements, cluster information, course listings, instructor lists, and office hours) is current and accurate. Create new pages to reflect new language programs and offerings (e.g., Korean, Portuguese).
  • Solicit and enter updates to faculty profiles, ensuring that CVs are current, contact information is accurate, and that pages correctly represent current faculty, instructors, and staff.
  • Update information for Study Abroad programs, including itineraries and logistics, costs, dates and deadlines, contact information, forms, and links to University and external resources.
  • Add upcoming events, achievements by faculty and students, and other relevant news to website’s News/Events feed; updates department’s Google calendar; and create new pages for special events, such as the annual Tournées Film Festival.
  • Maintain departmental Facebook page, including promotion of upcoming events, sharing of news, and performance of outreach to departments, institutions, and individuals.
  • Create and maintain online instructional guides for students regarding Language Placement and other tasks.


2 years of post high school education in secretarial studies or the equivalent. At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Advanced secretarial skills. The ability to take dictation at 100 words per minute. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers. OR a combination of formal training and experience equivalent to the above.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Academic Program Asst

Location: The College

Job ID: 202029

Regular/Temporary: Regular

Full/Part Time: Full-Time