Program Assistant, Center for Latin American and Latinx Studies
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Posted Job Title
Program Assistant, Center for Latin American and Latinx Studies
Job Profile Title
Administrative Assistant B
Job Description Summary
The Program Assistant aids in all the daily administrative operations of the CLALS programs under the supervision of the Associate Director.
Job Description
The Center for Latin American and Latinx Studies is an interdisciplinary research and teaching Center for the study of Latin America and Latinx populations. Our vision is to provide the human and intellectual capital capable of addressing the most pressing challenges and opportunities that Latin America and Latinx populations will face during the 21st Century. The Center hosts various colloquia series inviting Penn scholars as well as experts from across the Americas and globe to present and collaborate on cutting-edge research related to CLALS. The Center also supports the Latin American and Latinx Studies program which offers a major and minor with a broad range of courses, spanning the study of history, arts, languages, cultures, societies, politics, and/or regional organizations of Latin American and Caribbean countries as well as Latinx communities and individuals in the United States.
DUTIES:
Overview: Responsibilities include, but are not limited to: provide administrative, communications, and business coordination; organize and assisting program events, including lectures, conferences, fellowships and award competitions; website and social media management; supervise and coordinate travel arrangements for visitors and faculty as requested, including processing of payments/honoraria; prepare and design the monthly newsletter, manage social media accounts, represent the Center in all capacities.
Detailed list of duties:
Coordinates communications for the Center for Latin American and Latinx Studies (CLALS). Manage website updates, regular newsletters (at least monthly), Social Media Posts (i.e. Facebook, Twitter, and Instagram). Prepares and collects material and content for all events, initiatives and other promotion. Designs flyers and prepares other graphic promotional materials on CLALS events and initiatives to circulate on campus and larger networks. Maintains all listservs and databases of students, faculty, staff community members, and alumni. Manage video recordings for the program and keeps up-to-date video archive, online and offline. Assists with the promotion of events, including sending listings to Penn Almanac and reaching out to various departments.
Maintain financial records. Process CLALS payments, honoraria, and reimbursements for domestic and many international guests. Arranges travel and lodging for domestic and international visitors. Onboards suppliers. Serves as main contact for domestic and international guests' business and housing needs, and closely assists them with Penn's onboarding. Assists the Associate Director with similar tasks such as honoraria processing and travel arrangements, etc. with the Penn Model OAS Program. Assists the Director and Associate Director with payments on Concur. Assists the Associate Director with budget records. Serves as the lead purchaser for the Center buying supplies, graduation and other student materials, and promotional items. Serves as the main contact with vendors.
Manages work study students. Assists the Associate Director with the UAB meetings.
Assists with various research, grant, student, and community projects. Assists in building community partnerships.
Assists our faculty affiliates, postdocs, and other staff and community members with administrative tasks. Represents CLALS in the Center, greeting guests, visitors and at events.
Performs additional duties as assigned
QUALIFICATIONS:
High school degree and 3-5 years of experience in a higher education institution, or equivalent combination of education and experience is required. Bachelor's degree is preferred. Ability to work with students; strong organizational skills; must have excellent communication and interpersonal skills; computer proficiency (Windows, Word, Basic Excel); web skills desired including Photoshop or Canva; punctuality and attention to detail; Spanish and/or Portuguese fluency highly desired; candidate should also be reliable and be able to work independently on assigned tasks. Candidate should enjoy working with others and promoting a positive, friendly, welcoming experience for our students, faculty, staff, and community members. Knowledge of Concur and Ben Financial desired.
This is a 10 month Limited Service position.
For consideration, please submit a cover letter as well as a resume in the CV section of your application. You can upload multiple documents to the "Resume/CV" section.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
School of Arts and Sciences
Pay Range
$17.98 - $27.09
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
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