Staff Classical Studies (Nicolle Hirschfeld) Full time $17.91-$22.39 United States of America (Non-Exempt) This position provides advanced administrative support to the Classical Studies Department, ensuring the smooth functioning of departmental operations. The role requires independent judgment, specialized knowledge, and effective coordination of various office functions. Responsibilities span across administrative support for the department chair, faculty, and program coordination.

• Serve as the primary administrative resource for the department chair, ensuring the smooth operation of daily tasks.
• Maintain departmental records and files, ensuring data is current and accessible.
• Manage budget tracking and reporting, including estimating future financial needs, overseeing the annual budget process, and reconciling monthly expense reports for the department and First Year Experience (FYE) program.
• Manage the logistics of hiring faculty for tenure-track, part-time, and adjunct positions. Including but not limited to placing advertisements; arranging travel, accommodations, lecture spaces, and campus visit agendas; facilitating moves; and setting up office spaces and equipment.
• Relieve the chair of routine administrative operations, including drafting correspondence and memos.
• Coordinate and manage domestic and international travel arrangements for the chair, faculty, and official guests in accordance with university policies. This includes booking flights, hotels, preparing travel itineraries, processing travel authorizations, and handling reimbursements.
• Supervise student workers: create job descriptions, interview and hire, assign work schedules, supervise tasks, and approve hours worked in Workday. Track the budget for Federal student workers.
• Troubleshoot and arrange for equipment repairs and address facility issues (e.g., air conditioning, plumbing, electrical) using the "asset essentials" system.

• Provide administrative support to faculty, including printing, collating, and editing syllabi, exams, reports, and manuscripts.
• Manage the ordering of textbooks and desk copies for faculty from publishers.
• Assist with departmental faculty processes, such as faculty searches, promotion, tenure reviews, and supplemental pay requests.
• Handle travel arrangements and reimbursements for faculty and guest speakers, ensuring compliance with university guidelines.
• Reconcile expense reports for individual faculty and departmental purchases (e.g., guest speakers, FYE program, p-card holders).
• Support faculty with course scheduling and registration: coordinate with the Registrar on room selection, course capacities, timeslots, and deadlines; manage rosters, waitlists, and enrollment caps.
• Order equipment, keys, and set up offices for new or adjunct faculty members.
• Coordinate promotional activities for departmental courses and faculty events, including designing posters and flyers.

• Serve as the administrative coordinator for the First Year Experience (FYE) program and other ad hoc special programs such as the Lennox Lecture Series, Classical Association of Middle West & South (CAMWS) conference, Archaeological Institute of America (AIA), and Society for Classical Studies (SCS) annual conferences, etc.
• Plan and coordinate program and department events, including alumni, faculty, and student events, such as guest lectures, conferences, and collaborative fundraising events.
• Manage all logistical aspects of events: reserve event space, coordinate catering with food services and vendors, and arrange travel for speakers.
• Handle all budgetary processes for program events, including honorariums, stipends, deposits, and invoices. Coordinate with other departments for event budget contributions.
• Maintain and update lists of departmental majors/minors and prospective students.
• Promote the department and its programs through alumni newsletters, designed materials (e.g., stickers), and social media.
• Order program-related items, such as custom-made shirts for students and faculty.
• Coordinate weekly lunches, snacks, and meetings with guest speakers and students.

• Cooperate and collaborate with other employees in the spirit of teamwork and collegiality and interact with confidence, patience and integrity to provide professional leadership during emergencies.
• Comply with all Trinity University policies and guidelines.
• Perform other duties as required.

• Proficiency in Microsoft Office Suite (Word, Excel, Power Point) and Google Workspace.
• Knowledge of standard office equipment (multi-line phones, fax machines).
• Advanced administrative support, including clerical functions and office coordination.
• Experience in bookkeeping, filing, purchasing, and business math calculations, including budget management and financial oversight.
• Strong verbal and written communication skills.
• Proficiency in English grammar and spelling.
• Ability to work collaboratively and maintain confidentiality.
• Excellent time management, organizational, and problem-solving abilities.
• Ability to multitask and use independent judgment in a fast-paced environment.

• Experience with Adobe Suite (particularly Adobe Acrobat) and Workday.
• Familiarity with social media platforms and basic marketing strategies.