Administrative Assistant IV, College of the Environment

Wesleyan University; Middletown (CT); On-site; USD 39,000 - 41,000; Part time

Job summary

Wesleyan University in Middletown, CT seeks an Administrative Assistant IV to provide administrative and secretarial support to the College of the Environment (COE) department. This on-campus, 0.86 FTE role reports to the Director of the COE.

The position handles annual and special reports, newsletter and media management, event coordination, course offerings liaising, and undergraduate/graduate program support. Evening/weekend hours may apply.

Qualifications

• Associate Degree and four years related experience.
• Ability to set priorities, to take initiative, to manage multiple duties with minimal supervision, and to pay close attention to detail.
• Demonstrated expertise in Word, Excel, and email applications.
• Previous experience with webpage management applications.
• Ability to work effectively with students, faculty, staff, and visitors.
• Some special events may require evening and weekend hours.
• Experience in an academic environment and experience managing budgets preferred.

Responsibilities

• Assist with the preparation of annual and special reports for academic affairs, and grant­ing organizations.
• Develop proposals for fundraising.
• Manage the COE Newsletter, Blog, and Social including content development and alumni relations.
• Develop and manage lists of professional work, including publications, books, news articles, shows and performances of COE faculty and students.
• Coordinate COE academic activities with the Office of Sustainability.
• Arrange and record weekly management meetings within the COE.
• Assist the Director and Chair with COE and ENVS procedures and best practices.
• Coordinate student events like Pumpkin Festival and Earth Day activities.
• Assist with overseeing major declaration procedures to prospective majors and assign advisors.
• Backups for logistics for speakers, symposia, receptions, travel and catering arrangements for department events.

Skills

Word

Excel

Email apps

Prioritization

Multitasking

Detail-oriented

Webpage management

Education

Associate Degree

Related experience

Job description

Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Reporting to the Director of the College of the Environment, the Administrative Assistant IV provides administrative and secretarial support to the department.

Responsibilities

• Assist with the preparation of annual and special reports for academic affairs, and granting organizations. Help develop proposals for fund raising
• Manage the COE Newsletter, Blog, and Social including development of content, including stories on students, faculty, and alumni. Serve as point of contact for network of COE alumni.
• Develop and manage lists of professional work, including publications, books, news articles, shows and performances of COE faculty and students
• Facilitate the needs of the annual COE Think Tank including the arrangements for the distinguished visiting fellows (e.g., help with housing, relocation, schools for children, etc.).
• Manage COE media to provide entry and access to COE, including updating and maintaining the website.
• Assist the Director and Chair with COE and ENVS procedures and best practices.
• Work with student groups to direct the activities of the Pumpkin Festival, Earth Day festivals, as well as special events hosted by COE student groups
• Coordinate COE academic activities with the Office of Sustainability.
• Arrange and record weekly management meetings within the COE.
• Serve as backup in coordination of logistics for speakers, symposia, colloquia, receptions, and other department events, to include scheduling, publicity, room reservations, travel and catering arrangements, and related activities.
• Serve as backup in compiling course offerings using the Curriculum Development System; liaise with staff elsewhere in the university to manage cross-listings; edit material for course catalog and university publications when needed.
• Assist with overseeing major declaration procedure to prospective majors and assign advisors to student majors;
• Other responsibilities as assigned.

This is a Grade IV, 0.86FTE position that is in the Secretary/Clerical bargaining unit working up to 1,565hrs per year.

This is an on-campus position.

MINIMUM QUALIFICATIONS

Associate Degree and four years related experience. Related experience and training may be substituted for educational requirement.

Ability to set priorities, to take initiative, to manage multiple duties with minimal supervision, and to pay close attention to detail.

Demonstrated expertise in Word, Excel, and email applications.

Previous experience with webpage management applications.

Ability to work effectively with students, faculty, staff, and visitors.

Some special events may require evening and weekend hours.

PREFERRED QUALIFICATIONS

Experience in an academic environment.

Experience managing budgets.

Compensation

$28.08 - $30.12/hr.

Work Location: On Campus

All offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening to the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record.

We welcome applications from women and historically underrepresented minority groups.

Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies.

Copies of Wesleyan University’s Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html

Experience is taken into consideration in the determination of salary offers. For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html

Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.

Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator. Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University's Clery Act Report are available on request and online at http://www.wesleyan.edu/publicsafety/compliance.html.