Virtual Scheduling Assistant Jobs in Topeka, KS (NOW HIRING)

Administrative and Recruiting Assistant

Intercollegiate Center for Classical Studies in Rome, “The Centro”

Pay: $20/hour

Job type: Part-time; 12-25 hours per week

Shift and schedule: Largely choose your own hours, Remote

Role description:

The administrative and recruiting assistant aids the Managing Committee of this small study-abroad program with routine operations, record-keeping, student recruitment, governance support, and project management. The role provides administrative support for meetings, including scheduling, coordinating travel and logistics, preparing materials, and taking and maintaining meeting notes and records. The Assistant also serves as a point person for several ongoing initiatives, helping coordinate timelines, communications, and follow-up among those involved. The position, though largely remote, requires one in-person meeting each year (historically held in October in Durham, NC), with the potential for additional in-person opportunities depending on program needs and availability. The role also requires regular coordination with the Chair of the Managing Committee of the Intercollegiate Center, who is currently a faculty member at the University of Kansas in Lawrence, KS. The Administrative and Recruiting Assistant will serve as the main conduit of information among the various components of the program’s US operations.

About the Centro:

The Intercollegiate Center for Classical Studies in Rome, affectionately known as “The Centro,” is an independent study-abroad program for undergraduate students interested in ancient Rome. It has more than 100 consortium members who send students to Rome for a semester of study. Duke University provides transcripting and some administrative support, while a full-time staff in Italy sees to student needs and a small faculty offers instruction. A Managing Committee of US-based professors offers high-level administration. The program has grown from a mom-and-pop operation to one that is increasingly professionalized and sophisticated about student recruitment, alumni engagement, fundraising, promotion of the program, etc.

Primary Job Responsibilities:

• Develop, collect, and maintain on-line filing system for documents, records, and archives
• Coordinate student recruitment efforts in collaboration with the Managing Committee, including reimbursing recruitment events hosted by member institutions, scheduling and promoting virtual information sessions, and other outreach activities
• Support prospective students and applicants throughout the recruitment and application process, including responding to inquiries, communicating key deadlines and information, and assist with coordinating pre-departure communications
• Develop and distribute recruitment and promotional materials, including posters, brochures, student email content, social media materials, and other resources for Institutional Representatives and member institutions
• Support relationships with Institutional Representatives at member institutions, including sharing recruitment resources, coordinating outreach, and helping ensure they have the information needed to promote the Centro to prospective students 
• Serve as the primary liaison for Centro social media interns
• Maintain and execute communications schedule with various Centro constituencies
• Monitor a program-specific email account, provide first-line responses to inquiries, and route questions to the appropriate person as needed
• Schedule and maintain the calendar of the Managing Committee and its Chair, including coordinating meetings and related logistics
• Schedule Zoom meetings and provide technical and administrative support as needed, including serving as meeting host
• Provide administrative support for Managing Committee meetings, including preparing and distributing materials, taking minutes, maintaining meeting records, and coordinating follow-up on decisions and action items 
• Assist with scheduling and logistical arrangements for in-person meetings, travel, and other program activities as needed 
• Serve as a point person for designated projects and initiatives, coordinating communications, timelines, and follow-up among participants 
• Coordinate, cooperate, and collaborate with Centro legal, financial, and advancement staff

Required:

• Bachelor’s degree
• Criminal background check

Candidate qualities:

• Possesses strong verbal and written communication skills;
• Has some experience in a professional administrative and/or academic setting;
• Detail-oriented and organized;
• Able to work with minimum supervision;
• Experienced with data entry, word processing, spreadsheets and databases, and simple graphic design;
• Able to work flexible schedule including occasional evenings and weekends;
• Able to interact with faculty, staff and students in a professional manner;
• Able to handle confidential information in a professional manner;
• Able to handle multiple priorities.

To Apply

Please send a cover letter and resume to Reagan Ward at rward@thecentrorome.org