Administrative Assistant in Educational Studies and Phi Beta Kappa

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

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

• 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.

Review of applications begins immediately and continues until the hire is complete.

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.

Benefits

• 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.

Carleton College is committed to providing a true liberal arts education—a curriculum that challenges our students to learn broadly and think deeply.

Instead of training for one narrow career path, Carleton students develop the knowledge and skills to succeed in any walk of life.

Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota.

Nationally recognized as the nation’s top college for undergraduate teaching, Carleton is known for its academic rigor, intellectual curiosity, and sense of humor.

Carleton offers 33 majors and 38 minors in the arts, humanities, natural sciences, mathematics, and social sciences.

At Carleton, faculty and staff members work together across departments to create a seamless and supportive environment for students.

Carleton College prohibits sex discrimination in any education program or activity that it operates.

Individuals may report concerns or questions to the Title IX Coordinator.

The notice of nondiscrimination is located at our Title IX at Carleton page.

Carleton College is an equal opportunity educator and employer.

Carleton College does not discriminate on the basis of race, color, creed, ethnicity, religion, sex, national origin, marital status, veteran status, actual or perceived sexual orientation, gender identity and expression, status with regard to public assistance, disability, or age in providing employment or access to its educational facilities and activities.