Administrative Assistant in Educational Studies and Phi Beta Kappa

Carleton College; Northfield (MN); On-site; USD 26,000 - 30,000; Full time

Benefits offered by this job

403(b) retirement plan

Medical, dental, vision, life and long

Paid time-off; 25 annual leave days, 8

Holidays

Employee Assistance Program (EAP)

Dependent tuition program

Job summary

Carleton College seeks an Administrative Assistant in Educational Studies and Phi Beta Kappa to support the department chair and faculty. The role involves coordinating office operations, preparing materials, managing calendars, and facilitating communications with students and external partners.

The position is 0.51 FTE, with 26 hours/week during the academic year and 2 hours/week in summer, starting one week before fall classes and continuing through mid-June.

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 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

Verbal communication

Written communication

Organization

Time management

Interpersonal skills

Multitasking

Policy knowledge

Education

Associate or Bachelor’s Degree

Tools

Microsoft Office

Google Calendar

Job description

Job Title: Administrative Assistant in Educational Studies and Phi Beta Kappa

Dept: Education

Classification: Non-exempt

Grade:8

FTE/ Working schedule: .51

Position Overview

This position begins work each academic year one week prior to when classes begin (early September) through commencement (mid-June). Summer hours schedule is flexible. Hours to be worked weekly: 26 hours during the academic year (40 weeks); 2 hours per week during summer (12 weeks). Ability to work some non-business hours for special department events. This is a regular 12-month (0.51 FTE) benefit eligible position. The Administrative Assistant manages the office and provides administrative support to the department chair and faculty members in order to enhance faculty teaching and research and to connect with community partners as necessary. This employee serves as the face of the department, welcoming and assisting students, faculty, and staff, and facilitating the internal and external communications of the department.

Compensation

The expected starting salary range for this position is $25.00/hr. 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

• 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

Required 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.

Preferred Qualifications

• Familiarity with or experience working in/with local K-12 schools
• Familiarity with teacher education programs
• Experience working to develop relationships with community organizations, including schools
• Associate or Bachelor’s Degree

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet evolving and ongoing needs of the department and organization.

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.