Indiana University's Department of Spanish and Portuguese is a part of the College of Arts and Sciences, and is considered among the top Spanish and Portuguese programs in the country. Small class sizes, dedicated faculty with expertise in diverse areas, interesting courses, opportunities for research, cultural and community engagement, and many study abroad options are available.
The College values diversity, equity, and inclusion as a core strength and essential element in the success of its educational mission. For full diversity statement, click here.
This role involves variety of administrative tasks related to the administration of the graduate programs for the Department of Spanish and Portuguese.
Responsibilities include, but are not limited to:
Work of a non-routine nature related to providing a variety of services to prospective and current students, as well as to graduate faculty.
Providing guidance to students and faculty on relevant administrative policies including, but not limited to, registration, grade changes, requests for extension of incomplete, requests for transfer of graduate credit, status changes, course revalidation, nomination to candidacy, nomination of research committee, timelines to graduation, application for degree, and dissertation defenses and submission.
Screening student concerns and, as appropriate, referring them to the DGS or other faculty.
Assists doctoral and master's students in tracking degree requirements for different degrees with multiple paths of entry, facilitating communication and collaborating with the University Graduate School, College, and the department to ensure departmental requirements are met.
Maintaining files for current program students. Monitors student progress and informs the DGS and program faculty of concerns or potential problems.
Responsibility for the facilitation of course description submittals.
Management and coordination of the confidential graduate admissions application process, including tracking and data entry of application materials, as well as extensive communication with applicants, and processing of admissions decisions.
Submits award applications/nominations to the College and University Graduate School on behalf of the program.
Provides logistical support to the DGS or other faculty members for administering qualifying examinations (i.e., distributing and/or receiving exam materials).
Responds to requests for information from prospective graduate students. As appropriate to each program, determines when questions should be referred to the DGS or admissions chair/coordinator (e.g., about program strengths, research opportunities).
Assembles files for graduate admissions applications (hardcopy and/or electronic). At the DGS or admissions coordinator's request, screens applications against eligibility criteria. Submits positive admissions decisions to the College Graduate Office with all relevant documentation. Processes declined applications through the appropriate university systems
Provides logistical support for graduate program events/activities, including new student orientation, student workshops, and celebrations/award ceremonies.
High school diploma or GED and two years of experience in an office environment, higher education, or related field.
Proficient communication skills. Ability to maintain a high degree of professionalism. Demonstrated time management and priority setting skills. Demonstrates a high commitment to quality. Possesses flexibility to work in a fast paced, dynamic environment. Seeks to acquire knowledge in area of specialty. Highly thorough and dependable. Demonstrated ability to maintain confidential information. Demonstrated customer service skills. Commitment to working with people of diverse backgrounds and demonstrated cultural competency.
Sound independent judgment and critical decision making ability. Ability to demonstrate a high level of accuracy, even under pressure.
Working Conditions / Demands
This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.
Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information .
Campus Safety and Security
The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at email@example.com or by visiting IUPD.
About Indiana University Purdue University Indianpolis - IUPUI
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.