Administrative Assistant in Chemistry and Geology

Carleton College; Northfield (MN); On-site; USD 10,000 - 60,000; Part time

Job summary

Carleton College seeks an entry-level Administrative Assistant in Chemistry and Geology to manage office operations and support faculty and students. The role, ideal for organized individuals with strong communication skills, offers part-time hours. Join a vibrant academic community where diversity is valued.

Benefits

Generous 403(b) retirement plan

Comprehensive medical, dental, and vision insurance

Paid time off including vacation and holidays

Employee Assistance Program

Qualifications

• Required education includes a bachelor’s degree or equivalent experience.
• Five years related experience is preferred.
• Skills in organization, communication, and computer proficiency are essential.

Responsibilities

• Oversee day-to-day office operations, manage schedules and communication.
• Assist with course materials and faculty support.
• Plan and organize department events.

Skills

Excellent verbal and written communication

Excellent organizational skills

Time management

Interpersonal skills

Ability to prioritize work

Skilled in word processing

Desktop publishing

Spreadsheet management

Web editing

Internet searches

Education

Post-high school education with five or more years of related experience

Bachelor’s degree with one year of related experience

Job description

Administrative Assistant in Chemistry and Geology

Administrative Assistant in Chemistry and Geology

1 week ago Be among the first 25 applicants

Job Title: Administrative Assistant in Chemistry and Geology

Department: Chemistry / Geology

Classification: Non-Exempt

Grade: 8

FTE/Working Schedule: 0.84

Position Overview

The Administrative Assistant in Chemistry and Geology manages the office and provides administrative support to the department Chairs of Chemistry and Geology and the Director of the Biochemistry Program. The position also supports faculty members and department staff in order to enhance teaching and research. This employee facilitates the internal and external communications of the department(s).

Working Schedule

The position is 40 hours per week during the academic year (40 weeks) and 5 hours per week in the summer (12 weeks).

Compensation

The expected starting hourly range for this position is between $22.40 and $23.10. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Essential Job Functions/Responsibilities

• Oversee the day-to-day operations of the office including calendar of events; activities; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries; managing room reservations.
• Meet regularly with the Chair/Director to discuss current department/program business; attend meetings, draft agendas, take and distribute minutes, track action items and deadlines.
• Manage student workers in the department in consultation with faculty, including recruiting, hiring, making work assignments, ensuring proper safety training, and signing off on time sheets.
• Assist students with questions and problems.
• Order office supplies and maintain department displays, bulletin boards, lobby areas, and workrooms; coordinate office equipment repairs and work orders
• Assist faculty in preparation and distribution of course materials, including duplicating and posting of course syllabi, handouts, and tests through learning management systems.
• Prepare, edit, and submit annual course schedule and catalog copy.
• Maintain departmental websites and coordinate production of department/program newsletters.
• Coordinate campus visits for speakers including itineraries, travel, housing, reimbursements and honoraria
• Post publicity on the Carleton Events Calendar; submit information to Media Relations on lectures and visitors’ talks.
• Assign advisers and monitor majors’ progress toward completion of major requirements.
• Assist in recruitment activities, 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 access and supplies; coordinate required ITS and Telecommunications needs.
• Assist in coordinating the integrative exercise process, including receiving papers, scheduling exams/comps talks, monitoring seminar attendance, and notifying the Registrar and students of comps grades.
• Plan and organize events such as departmental picnics, receptions, seminars, and social outings, including publicity, invitations, catering, etc.
• Assist in department/program review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements.
  
  

Supervision Received And Exercised

• Hire, train, and supervise student workers.
  
  

Required

Education/Experience/Skills:

• Post-high school education with five or more years of related experience or a bachelor’s degree with one year 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.
  
  

A strong internal candidate has been identified.

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 15 vacation days, 8 paid holidays, 3, floating holidays, 2 weather days, 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.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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