About the role
General Summary of Position
Under immediate supervision of the center director, serves as initial office contact for students, faculty, researchers, staff, etc. Responsible for all budget inquiries and transactions, including transfers, deposits, reimbursements and general expenses. The principal emphasis is on performing office duties consistent with center practices, monitoring the needs of the Center and keeping center director updated on all relevant issues. Provides support to University Advancement liaison to the Center.
Essential Job Duties
- Provides administrative support to the Director of the Saab Center for Portuguese Studies and any Visiting Faculty for Saab Center related activities.
- Manages office budget (Operating, Discretionary, and Endowment accounts).
- Maintains detailed budget reports on each for the director and assists director in data collection for annual endowment reports.
- Responsible for all Center-related travel arrangements for director, visiting faculty, guest speakers, performers, distinguished writers, scholars.
- Manages Center website, social media, and list-serves.
- Manages department phone and email communications in English with major Center partners, including the Calouste Gulbenkian Foundation, the Portuguese Consulate General of Boston, the Camões Institute of Lisbon, the University of the Azores, and the Government of the Autonomous Region of the Azores, etc.).
- Supervises student interns and processes forms for student employment
- Creates EPAF for all new hires and rehires
- Manage academic and cultural events for the Center throughout the academic year, including in-person or online lectures colloquia. This includes annual international concert, in coordination with University Advancement.
- The events involve developing contracts, scheduling the event on campus or off-campus or online, arranging housing and travel accommodations for the performers, and helping to prepare marketing material on- and off-campus through mass mailings, emails, and social media.
- Preparation for these events also includes in-person delivery of marketing materials on campus and to local donors and businesses.
- Clerical support for all fundraising efforts, in coordination with University Advancement, as necessary.
- Assists with activities related to the Portuguese-American Digital Archive (PADA.
- Yearly update of names and emails of the Center’s electronic mailing lists.
- Responsible for housing, stipend, travel, marketing and other programming logistics for several guest speakers, performers, and distinguished writers each year, in addition to doing the same for director’s travel.
- Assists with occasional events developed in partnership with Lowell Portuguese community organizations.
- Schedules Saab Center for Portuguese Studies Advisory Board and Academic Board meetings, takes notes and completes follow up action items, while also being responsible for the draft of the minutes.
- Provides support for visiting faculty whose offices are at the Center.
- Places orders for all office supplies
- Holds the department Bankcard and files Bankcard log as required
- Distributes all incoming and outgoing mail
- Makes room reservations for Saab Center events
- Orders food items for events from campus and off-campus caterers
- Attends training sessions as required by Saab Center
- Performs general office duties – phone messages, emails. etc.
Minimum Qualifications (Required)
- HS Diploma or GED/equivalent with a minimum of 5 years of related experience.
- Requires knowledge of basic office practices and on-line systems, ability to understand accounting practices of the University
- Telephone etiquette, basic computer skills, and the ability to communicate effectively and interact well with faculty and students.
- Able to draft correspondence in both languages and greet visitors in either language.
- Computer literate and proficient in Microsoft Office and other office software.
- Job requires flexibility to be able to work evenings and weekends in crunch times to meet critical deadlines.
Special Instructions to Applicants
Review of applications will begin immediately and will continue until the position is filled. However, the position may close when an adequate number of qualified applications is received.
This is a part-time, temporary, non-unit, non-benefited position.
Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process.