Job description
General summary
Oversees the activities, initiatives, and affairs of the Medieval Institute, encompassing both internal departmental operations and external grant management. Directs the execution of tasks related to the International Congress of Medieval Studies conference, encompassing logistical coordination and financial oversight. Supervises the daily operations of the Medieval Institute office and contributes to the facilitation of its academic programs. Offers executive support, facilitates strategic planning, and ensures the effective implementation of policies and procedures for both the department and the International Congress of Medieval Studies conference.
Major duties
- Collaborates with department leadership to execute the International Congress on Medieval Studies conference. Acts as purchasing agent for contracts, services and support for the conference. Provides executive assistance and develops policies, guidelines and best practices for the for conference, participants, social media and accessibility.
- Arranges travel and honoraria for plenary lectures by international scholars. Arranges prizes and travel awards.
- Updates databases for conference operations with contact and participant information.
- Oversees financial and budgetary operations, including strategic planning for the department and conference. Analyzes financial and other data to assist in decision making for academic programs, development, facilities and the conference. Ensures fiscal compliance for external grants.
- Manages the department office and provides executive assistance to department leadership.
- Provides administrative support for academic programs and research programs.
- Oversees workflow and resolves operational issues.
- Designs print and web materials and oversees the printing process. Coordinates domestic and international mailing. Maintains knowledge of appropriate software, industry standards and accessibility.
- Serves as main point of contact for prospective and current students regarding graduate programs, recruitment, admissions and graduate assistantships. Compiles program alumni information.
- Hires, trains, evaluates and supervises student and temporary employees.
Minimum qualifications
Required education
- Bachelor's degree in related field from an accredited institution
Required experience
- Three years' relevant experience.
- Experience with office management.
- Experience with event planning.
- Strong organizational skills.
- Ability to meet multiple deadlines.
- Strong interpersonal, written and verbal communication skills.
- Ability to work independently.
- Ability to problem solve and react to complex and emergent situations.
- Experience with budget management, including administration and forecasting.
- Familiarity with WMU policies and procedures including those related to human resources, independent contractors, contract review, affiliation agreements, and purchasing.
- Strong office software skills, including word processing, spreadsheets, data bases and presentation software.
Required other
- Ability to work irregular shifts and extended hours, including weekends and holidays. Ability to remain on-site 24 hours a day over an extended period during the conference.
Physical requirements
Office or other indoor work with minimal physical demands such as occasionally lifting or moving materials less than 25 pounds.
Working conditions
Work is generally performed in a well-lit, temperature-controlled indoor environment with occasional exposure to the outdoors or any number of elements.
This description indicates the general nature and level of work performed by employees in the above job. It is not intended to be a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.