Academic Department Administrative Coordinator

Carleton College; United States; On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

403(b) retirement plan

Medical, dental, vision insurance

Paid time off & holidays

Employee Assistance Program (EAP)

Dependent tuition program

Job summary

Carleton College seeks an Administrative Assistant to support the Ed Studies department. The role is 12-month, 0.51 FTE, with 26 weekly hours during the academic year and 2 hours weekly in summer. You will greet staff and students, manage calendars, assist with course materials, and coordinate events and communications.

The position requires five+ years related experience, strong writing and organizational skills, and occasional evening hours for events.

Qualifications

• Post-high school education with five or more years of related experience.
• Skilled in word processing, desktop publishing, spreadsheets, Web editing, internet searches.
• Excellent verbal and written communication.
• Excellent organizational, time management and interpersonal skills.
• Ability to prioritize work and multi-task with many interruptions and some unpredictability of work situations.
• Work well with minimal supervision.
• Broad mastery of policies and procedures.
• Ability to work some evening hours for special department events.

Responsibilities

• Meet regularly with the Chair to discuss current department business.
• Attend meetings, draft agendas, take and distribute minutes, track action items and deadlines.
• Assist faculty in preparation of course materials
• Assist faculty in preparing materials such as recommendation letters, requests for information, grant proposals, manuscripts, visual aids and notices to students.
• Assist students with questions and problems.
• Order and maintain office equipment, supplies, and furniture; maintain department displays, bulletin boards, lobby areas and workroom.
• Monitor departmental budgets, including VISA card statements and receipts.
• Prepare, edit, and submit annual course schedule and catalog copy.
• Oversee the day-to-day operations of the office: maintain calendar of events and Ed Studies Google calendar; meetings of the Chair and faculty; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries.
• Update departmental Website on regular basis.
• Create content (in collaboration with SDAs and Chair) for Department Instagram.
• Coordinate campus visits for speakers including itineraries, travel, housing, etc.
• Post publicity on the Carleton Events Calendar and the NNB; submit information to Media Relations on lectures and visitors’ talks.
• Monitor minors’ progress toward completion of minor requirements.
• Assist in recruitment activities for visiting and tenure track faculty, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
• Assist in orienting new faculty and staff members to the department and the College.
• Arrange for office keys and supplies; coordinate required ITS and Telecommunications needs.
• Plan and organize events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc.
• Assist in the department review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements.
• Assist in developing and maintaining relationships with local schools for classroom placement for students as part of their coursework.
• Assist the department with creating post-graduate licensure pathways for minors with local universities.
• Assist the department in developing career pathways that are communicated with appropriate college offices (e.g. Admissions, the Career Center).
• Assist faculty involved in serving on College committees or involved in outside organizations.
• Hire, train, and supervise student workers.
• Support Student Departmental Advisors in planning events.

Skills

Word processing

Desktop publishing

Spreadsheets

Web editing

Internet searches

Verbal communication

Written communication

Organizational skills

Time management

Interpersonal skills

Multitasking

Policy knowledge

Evening hours

Education

Associate or Bachelor’s Degree

Job description

Carleton College seeks an Administrative Assistant to support the Ed Studies department. The role is 12-month, 0.51 FTE, with 26 weekly hours during the academic year and 2 hours weekly in summer. You will greet staff and students, manage calendars, assist with course materials, and coordinate events and communications.

The position requires five+ years related experience, strong writing and organizational skills, and occasional evening hours for events.