Administrative Assistant in Computer Science

Carleton; Northfield (MN); On-site; USD 28,000 - 40,000; Part time

Job summary

Carleton College in Northfield, MN is seeking an Administrative Assistant in the Computer Science department to provide essential office support to the department chair and faculty. You will manage calendars, coordinate meetings, assist students, and support budget tracking and communications.

This part-time, 0.82 FTE role requires strong writing and editing skills, proficiency with word processing, spreadsheets, and web editing, and the ability to multitask with minimal supervision.

Qualifications

• Post-high school education with 3-5 years full-time professional experience.
• Skilled in word processing, desktop publishing, spreadsheets, Web editing, and internet searches.
• Excellent verbal and written communication.
• Ability to prioritize work and multi-task with interruptions.
• Strong attention to detail; flexible with new technology.
• Works well with minimal supervision; broad knowledge of policies and procedures.
• Preferred: Associate or Bachelor’s degree.

Responsibilities

• Oversees day-to-day office operations, calendars, meetings, mail, supplies, and calls.
• Drafts agendas, takes minutes, tracks deadlines, and supports Chair and faculty.
• Assists students with questions and problems.
• Supports departmental student groups, budgets, and event logistics.
• Maintains office equipment, displays, and department spaces.
• Monitors budgets and VISA card statements; coordinates pre-registration and exams.
• Prepares course schedules, maintains department websites and newsletters.
• Coordinates campus visits, publicity, and public postings.
• Monitors progress toward major requirements and supports recruitment.
• Assists in hiring student staff and coordinating ITS/facilities needs.

Skills

Word processing

Desktop publishing

Spreadsheets

Web editing

Internet searches

Verbal communication

Written communication

Prioritization

Multi-tasking

Attention to detail

Flexibility with technology

Autonomy

Policies and procedures

Education

Associate or Bachelor's degree

Job description

## Administrative Assistant in Computer ScienceApplylocations: Carleton College Campustime type: Part timeposted on: Posted 3 Days Agojob requisition id: R-01603**Job Title:** Administrative Assistant in Computer Science **Department:** Computer Science **Classification:** Non-Exempt **Grade:** 8 **FTE/Working Schedule:** 0.82 FTE**Position Overview:**The Administrative Assistant manages the office and provides administrative support to the department chair and faculty members in order to support students taking classes in the department and to enhance faculty teaching and research. This employee facilitates the internal and external communications for the department.**Working Schedule:**Academic Year (week before classes start in the fall through commencement): 40 hours per weekSummer (12 weeks): 6-8 hours per week**Compensation:** The expected hourly rate for this position is $25.00.**Essential Job Functions/Responsibilities:*** Oversees the day-to-day operations of the office including calendar of events; activities; meetings of the Chair and faculty; opening, distributing, and prioritizing mail; purchasing supplies; and answering, screening, and directing calls and inquiries.* Meets regularly with the Chair to discuss current department business; attends meetings, drafts agendas, takes and distributes minutes, and tracks action items and deadlines.* Assists students with questions and problems.* Provides administrative support to departmental student groups: procures meeting supplies and refreshments, reserves meeting spaces, and oversees their budget.* Orders and maintains office equipment, supplies, and furniture; maintains department displays, bulletin boards, lobby areas, and workroom.* Monitors departmental and program budgets, including VISA card statements and receipts.* Coordinates the department’s “Match” pre-registration process.* Coordinates students’ retaking or making up exams.* Prepares, edits, and submits annual course schedule and catalog copy.* Maintains department websites, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guides for new students, etc.* Coordinates production of the department newsletters, including writing, editing, proofing, distribution, and web posting.* Coordinates campus visits for speakers including itineraries, travel, housing, etc.* Posts publicity on the Carleton Events Calendar, and submits information to College Communications on lectures and visitors’ talks.* Monitors majors’ progress toward completion of major requirements.* Assists in recruitment activities, including placing ads, managing applications, and arranging candidate visits including itineraries, lodging, and publicity.* Assists in orienting new faculty and staff members to the departments and the College. Arranges for office keys and supplies; coordinates required ITS, Telecommunications, and facilities needs.* Coordinates the comps process, including scheduling comps talks, monitoring gala attendance, coordinating with Printing Services to print student posters, and sending student letters indicating comps pass/distinction..* Assists with weekly colloquium series, including advertising, procuring refreshments, creating and processing attendance sheets, processing honoraria, scheduling meetings with faculty and students, and room reservations.* Plans and organizes events such as departmental and program picnics, receptions, and social outings, including publicity, invitations, catering, etc.* Assists in community-building activities in the department, such as maintaining the department’s communal spaces.* Assists in department review processes including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, and tracking expenses and reimbursements.* Assists in organizing off-campus programs including posting brochures and information on the web, tracking applications, notifying accepted students, publicizing meetings, etc. Communicates with Off Campus Studies as needed.* Manages and trains student office assistants.* Assists faculty in hiring student research partners, including monitoring incoming applications, maintaining a list of applicants and hiring decisions, and ensuring hiring materials are accessible and complete.* Other duties as assigned.**Education/Experience/Skills:***Required**:** Post-high school education with at least three to five years of related full-time professional experience.* Skilled in word processing, desktop publishing, spreadsheets, Web editing, and internet searches.* Excellent verbal and written communication.* Ability to prioritize work and multi-task with frequent interruptions and some unpredictability of work situations.* Strong attention to detail.* Flexibility and comfort with new technology* Works well with minimal supervision.* Broad mastery of policies and procedures.*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.***