Administrative Assistants
About the role
The Second Language Teaching and Research Center (L2TReC) is seeking a detail-oriented and organized Program Assistant to support the administration, coordination, and federal grant initiatives of the nation's premier K-16 language education program. The position supports high-volume enrollment cycles, maintains learning management system content, assists with program communications and data tracking, and serves as a point of contact for students, parents, educators, and program partners. The position is part of the College of Humanities' coordinated administrative services environment. While its primary assignment is L2TReC and the Bridge Program, the Program Assistant may provide administrative support across Cluster 4, including World Languages and Cultures and International and Area Studies, based on workload and operational needs.
Requisition Number: PRN46181B • Full‑Time • Position located on Campus, College of Humanities-Dean.
Responsibilities
- Assist with day-to-day program operations, implementation, and workflow coordination across various academic terms.
- Compile, sort, and organize data for entry into databases; assist with program research and prepare information used to assess program needs.
- Process multi-phase student enrollments, maintain and update Canvas blueprint courses, and process program drops and withdrawals.
- Create and update master Q&A databases, draft program correspondence, and assist in creating general program materials, forms, and documents.
- Serve as a point of contact for students, parents, high school instructors, Continuing Education coordinators, University departments, community members, and program partners; route complex questions to appropriate program staff.
- Respond to telephone, email, and in-person inquiries; provide information and explain established program procedures.
- Assist with preparing and delivering program-specific training and instructional materials for participants, students, instructors, and administrators.
- Audit website and enrollment materials for accuracy, run post-enrollment reports; and identify discrepancies and opportunities for process improvement.
- Provide administrative support to other Cluster 4 units as assigned, based on workload and operational priorities.
- Perform other related duties as assigned.
- May – July: Focus on Canvas course preparation, pre-enrollment communications, web/registrar auditing, and Q&A database management.
- July – October: Peak period processing and coordinating daily Bridge student enrollments, handling high-volume inquiries, and updating program status boards bi-weekly.
- October – December: Run post-enrollment audits, confirm status reports with instructors, and manage late-stage communications or withdrawals.
- January – April: Compile prior-year enrollment data, prepare reports, and assist program leadership with assessment of enrollment processes and outcomes.
Requirements
Minimum Qualifications: Equivalency statement – 1 year of higher education can be substituted for 1 year of directly related work experience (e.g., bachelor's degree = 4 years of directly related work experience). Department may hire employee at one of the following job levels:
- Administrative Assistants, I: Requires little to no related experience.
- Administrative Assistants, II: Requires at least 1 year of related experience.
- Administrative Assistants, III: Requires 3+ years of related experience.
Preferred Qualifications:
- Experience providing administrative, program, student, or educational support in a professional setting.
- Strong interpersonal, written, and verbal communication skills, including experience responding to questions and providing information to a variety of individuals and groups.
- Demonstrated ability to organize detailed work, manage multiple priorities, and meet deadlines during high-volume or cyclical periods.
- Proficiency with standard office technology, including word processing, spreadsheets, databases, and other administrative systems.
- Experience using a Learning Management System (LMS), such as Canvas, in an administrative, instructional, program support, or similar capacity.
- Experience maintaining records, tracking enrollment or program information, and preparing reports, correspondence, or other program materials.
- Experience supporting digital content, instructional or program materials, websites, or program communications.
Pay
Pay Rate Range: $21.00 - $25.00 per hour.