Administrative Associate

Administrative Associate

This position provides professional, comprehensive administrative support to the Director of Lozano Long Institute of Latin American Studies (LLILAS) and manages the organization's operations/facilities functions, with the highest standards of excellence, accuracy, and timeliness.

Administrative and Logistical Support

Manage the Director's calendar, appointments, and reminders. Coordinate travel arrangements and submit reimbursements. Provide daily administrative support to the Director. Schedule, prepare agendas, take minutes, and maintain records for key meetings (e.g., Staff, Shared Faculty, Faculty Administrator).

Governance and Faculty Program Support

Support Executive Committee and governance activities: maintain records, manage elections, and organize logistics. Track faculty committee memberships and coordinate ballot/rating systems. Prepare official reports, communications, and correspondence. Support strategic planning and progress tracking.

Operations and Facilities Management

Manage office and facility access (keys, cards). Oversee equipment and room inventory; place related orders. Coordinate office space planning and improvement projects. Submit maintenance requests and guide staff on facility processes. Maintain staff rosters, directories, and listservs. Track and coordinate computer replacement schedule.

Special Programs and Faculty Initiatives

Administer faculty competitions (e.g., research leave, Mellon summer research): coordinate nominations, selections, notifications. Maintain award records and submit payment documentation. Assist in planning staff seminars and annual retreats.

Event and Engagement Coordination

Organize regular staff events (e.g., birthdays, anniversaries, holidays). Manage acknowledgments for life events (e.g., weddings, condolences). Provide event support as needed.

Other duties as assigned

Required Qualifications

• Bachelor's degree and 1 year of experience or associate's degree in a relevant field (business administration, public administration, higher education administration, or related) and at least 3 years of administrative or executive support experience, ideally in a higher education, academic, or governance-related setting.
• Experience preparing agendas, taking minutes, and maintaining accurate records for recurring meetings or committees.
• Excellent written communication skills, including experience drafting official correspondence, reports, and notices.
• Demonstrated discretion and sound judgment in handling confidential or sensitive information (e.g., governance deliberations, personnel-adjacent records, award nominations).
• Demonstrated experience managing calendars, travel logistics, and reimbursements for senior leadership (e.g., a Director, Department Chair, or executive).
• Strong organizational skills with the ability to manage multiple concurrent priorities across distinct functional areas (executive support, governance, operations, programs, events).
• Proficiency with standard office software (e.g., Microsoft Office) and comfort learning institution-specific systems (e.g., room/equipment inventory tools, listserv management, ballot/voting platforms).
• Ability to work independently with minimal supervision while managing competing deadlines

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Prior experience supporting faculty governance structures (e.g., Executive Committees, elections, committee membership tracking).
• Familiarity with facilities coordination processes (key/card access systems, maintenance request systems, space planning).
• Experience planning staff events, retreats, or seminars.
• Familiarity with shared governance norms and procedural expectations common in academic settings.
• Experience administering competitive award or fellowship programs, including nomination tracking, selection coordination, and payment/documentation processes.
• Experience managing or updating staff directories, rosters, and email listservs.
• Prior experience working within an academic department, school, or university administrative unit.

Salary Range

$47,000 + depending on qualifications

Working Conditions

• Typical office environment

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest