Administrative Assistant for American Studies, Cognitive Science/Linguistics, and Arboretum

Job Title: Administrative Assistant for American Studies, Cognitive Science/Linguistics, and Arboretum
Department: Various
Classification: Non-Exempt
Grade: 8

Position Overview:

The Administrative Assistant for American Studies, Cognitive Science/Linguistics, and Arboretum provides administrative support to department chair/program directors, faculty, and department/program staff in order to foster smooth operations of all offices, faculty teaching and research, and intellectual community. This employee manages budgets, facilitates the internal and external communications of the department and programs and supervises a team of student workers.

Working Schedule: 0.77 FTE

Academic Year (40 weeks): 35 hours per week (Week after Labor Day through mid-June commencement)

• 15 hours/American Studies

• 10 hours/Cognitive Science/Linguistics

• 10 hours/Arboretum

Summer (12 weeks): 14 hours per week

• 10 hours/Arboretum

• 4 hours between Cognitive Science/Linguistics and American Studies

Compensation:
The expected hourly rate for this position is $25.00.

Essential Job Functions/Responsibilities:

Office Administration

• Oversees day-to-day office operations: mail and telephone inquiries, supplies, meeting scheduling

• Schedules meetings, helps draft agendas, occasionally attends, takes minutes, track action items

• Coordinates campus visits for speakers and candidates (itineraries; travel, lodging, etc.)

• Assists in recruitment and activities (placing ads, arranging candidate visits, etc.).

• Assists in onboarding of new and visiting faculty

• Meets regularly with chairs/program directors to discuss current department/program business;

Communications

• Maintains department/program websites in step with College communications and web-design

• Maintains shared files for departments/programs.

• Coordinates contact with department/program alumni.

• Promotes events on campus calendars, posters, social media, etc.

• Coordinates production of annual newsletters, including editing, distribution, occasional writing

• Networks/advocates with other campus offices (Registrar, Business, Facilities, Alumni, etc.)

Budget

• Monitors department/program budgets

• Orders and maintains office equipment, supplies, and furniture

Curriculum

• Prepares, edits, and submits course schedules, room requests, and catalog copy

• Monitors course enrollments during registration to promote a healthy curriculum

• Assists faculty in preparation of course materials,

• Assists with automated grading of multiple-choice exams

• Assists with coordinating class visits for faculty third-year and tenure reviews

Supervision/Mentoring

• Hires, trains, and supervises student workers in consultation with program directors

• Delegates appropriate tasks to student workers

Fostering Community

• Creates a welcoming atmosphere for students and visitors

• Maintains department/program lounges, workroom, bulletin boards, displays

• Assists in planning and coordinating a range of events

• Coordinates Arboretum volunteers using automated tools

• Assists students in addressing their questions

Education/Experience/Skills:

Required:

• Post-high school education with five or more years of full-time professional related experience

• Excellent verbal and written communication

• Excellent organizational, time management and interpersonal skills

• Ability to prioritize work and multi-task, in light of interruptions and variability of workflow

• Skill in word processing, desktop publishing, spreadsheets, web editing

• Work well with minimal supervision

• Ability to gain broad mastery of policies and procedures

• Flexibility and willingness to continue with training as new technologies evolve

Preferred:

• Associate or Bachelor’s Degree

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 25 annual leave days, 8 paid holidays, and extra days at the end of the calendar year to make a continuous week off before New Year’s. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.