Overview
Provide administrative assistance to the Director of Indigenous Studies and oversee day-to-day program operations. Screen and prioritize visitors and incoming calls; respond or redirect inquiries appropriately. Respond to student emails and requests; coordinate with Academic Advising; provide drop-in support. Compose, prepare, and edit correspondence and documents for the Director; ensure accuracy and completeness. Maintain and track deadlines for processes requiring the Director’s attention (e.g., salary reviews, study leaves, ARPT submissions). Monitor, track, and reconcile monthly expenditures for program accounts using FAST. Gather meeting information in advance; attend meetings and take minutes; highlight action items. Coordinate program meetings, workshops, and seminars (room bookings, video conferencing needs, agendas, materials, hospitality). Provide administrative support to committees chaired by the Director. Prepare administrative forms (e.g., work study proposals, professional development claims). Communicate with university departments and senior officials to coordinate activities and obtain information. Manage general office day-to-day priorities and operations. Handle FMIS requests, mail distribution, photocopy/fax codes, listservs, and support/orientation for visiting scholars. Monitor and improve office procedural systems; revise or initiate procedures to improve efficiency. Develop and manage filing systems for general, finance, personnel, and confidential records. Ensure departmental notice board postings are current. Support field schools, study abroad programs, work study programs, and school events. Support ARPT committee administration by managing documentation and ensuring policies/procedures are followed. Assist faculty with application binders and ARPT processes (Director signature letters, external referees, deadlines). Support search committees by managing documentation and following recruitment handbook policies/procedures (Request to Recruit, applications, interview schedules, travel and reimbursements). Assist with relocation and faculty orientation for successful candidates (start-up, computer equipment, accounts). Oversee the program purchasing card (authorize use, monitor monthly reports, reallocate, reconcile)
