Job Description

Job Title

Job Description

• Maintain confidential paper and electronic files for 25-35 graduate students, ensuring accurate tracking of academic progress.
• Process student-related paperwork including withdrawals, leaves of absence, credit transfers, and fellowships, stipends, and tuition awards.
• Assist students with course registration, input overrides, and reconcile registration numbers.
• Coordinate scheduling for Ph.D. exams, dissertation defenses, and proposal defenses, ensuring compliance with Graduate School timelines.
• Prepare and publicize Medieval Latin and Greek Exams in coordination with committee chairs.
• Monitor student progress both academically and on the job market, including maintaining placement and graduation data.
• Assist with the graduate student application process and provide support to incoming applicants.
• Maintain and update a graduate student directory and respond to requests for graduate student data from various stakeholders.

• Coordinate course listings for the Medieval Institute each term, using systems such as CourseLeaf, under the direction of the Director of Graduate Studies (DGS) and Director of Undergraduate Studies (DUS).
• Ensure timely communication with other departments to support course offerings.
• Maintain course lists on the Medieval Institute website.

• Maintain the Director’s calendar, coordinate meetings, and ensure accurate scheduling for university appointments.
• Assist with departmental communications, including announcements and updates to mailing lists (e.g., Google Groups).
• Organize three major receptions for the medieval studies community during the academic year.
• Manage office supplies, keys for carrels and classrooms, and process invoices and service requests.
• Serve as the main office receptionist, greeting visitors, a

• Support the Director and Associate Director in managing the Institute’s budget, including reconciling expenses and preparing reports for accounts.
• Track spending and assist with processing expense reports for students, faculty, and staff related to research and conference travel.
• Maintain a spreadsheet of approved professional development expenses for graduate students.

• Advertise, screen, hire, train, and supervise undergraduate student workers in support of the Institute’s administrative needs.
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Minimum Qualifications

• Bachelor’s degree with 3-4 years of related experience

• Excellent organizational skills, attention to detail, interpersonal skills, and oral & verbal communication skills.
• Takes initiative and prioritizes.
• Working knowledge of Word, Excel, Google (email, calendar, drive, docs, sheets, forms), accounting, Acrobat Pro, FileMaker Pro. 
• Knowledge of OnBase, e-forms, AIM, BuyND, Endeavor, and Banner looked upon favorably.

Preferred Qualifications

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