Academic and Publications Coordinator (Bilingual) (Hybrid) - Arts and Sciences

Washington University in St. Louis; United States; Remote; USD 60,000 - 80,000; Full time

Job summary

A prominent educational institution in the United States is seeking an Administrative Coordinator to support various academic and journal initiatives. This role requires bilingual proficiency in Spanish and provides essential administrative and event planning support. Interested candidates should have experience in coordination/administrative roles and exhibit strong organizational skills.

Benefits

Up to 22 days of vacation

Competitive health insurance packages

Free Metro transit U-Pass

Tuition coverage for employees and dependents

Qualifications

• Bilingual in Spanish; intermediate reading and writing skills needed.
• Experience in administrative or coordination roles for at least 2 years.
• Adaptable to new technologies.

Responsibilities

• Support department leadership in various administrative tasks.
• Coordinate events and support faculty with scheduling.
• Assist in maintaining websites and handling journal production.

Skills

Spanish Communication

Effective Written Communication

Detail-Oriented

Interpersonal Effectiveness

Customer Responsiveness

Multitasking

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Scheduled Hours 37.5 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 normaloffice hours as needed.

• Ability to lift up to 35 lbs.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time. Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

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

Driver's License:

A driver's license is not required for this position. More About This Job

Must be bilingual in Spanish, possessing intermediate skills in reading and writing, and demonstrating fluency in speaking Spanish.

Preferred Qualifications

Education:

Bachelor's degree

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

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 The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget. Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ .

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. Pre-Employment Screening All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening. Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.