Administrative Assistant (Part-Time)

Gustavus Adolphus College; Saint Peter (MN); On-site; USD 25,000 - 28,000; Part time

Job summary

Gustavus Adolphus College is seeking an Administrative Assistant (Part-Time) in the Center for International & Cultural Education. You will manage daily operations, budgets, and serve as the hub for Study Abroad inquiries, while mentoring student workers.

The role supports budgets, event planning, and coordination of study-away programs, requiring a proactive, detail-oriented professional in a vibrant campus setting.

Qualifications

• High School diploma or equivalent.
• 2+ years of administrative support or similar experience.
• Strong written and verbal communication skills.
• Ability to multitask and maintain attention to detail.
• Commitment to fostering an inclusive work environment and effective communication with diverse populations.
• Proficiency in Google Workspace and Microsoft Office Suite with data management in spreadsheets.

Responsibilities

• Budget management: track spending, assist director with budget reports.
• Expense reconciliation: handle staff and department credit card expenses, invoices, deposits.
• Office logistics: manage supplies, equipment, and travel requests.
• Student support: assist students with program applications and insurance information.
• Mentor student workers and guide departmental projects.
• Maintain student records and ensure compliance with procedures.
• Oversee office communications: calls, emails, visitors; coordinate with other offices.
• Print emergency materials for faculty-led courses.
• Plan departmental events and manage external communications.

Skills

Strong written and verbal comms

Multitasking

Attention to detail

Diversity & inclusion comms

Budget tracking

Google Workspace & MS Office

Education

High School diploma or equivalent

Associate or bachelor’s degree (preferred)

Tools

Google Workspace

Microsoft Office Suite

Job description

Administrative Assistant (Part-Time) Center for International & Cultural Education

Openings: 1

Description

JOB SUMMARY:

As an Administrative Assistant in the Center for International & Cultural Education, you will serve as the central hub of the Center for International & Cultural Education. You will not only manage daily operations and budgets but also act as a first stop for student questions about Study Abroad and as a mentor to student workers.

This role is ideal for someone who thrives in a vibrant campus environment and enjoys a diverse range of responsibilities from tracking budgets and planning events to tracking student submissions and helping plan for faculty led study away courses.

Employment Status: Part-Time (.42 FTE; 20hpw/44wpy, mid-August through mid-June), Non-Benefits-Eligible, Non-exempt (Hourly)

Pay Range: 18.50-19.50 per hour

MAIN RESPONSIBILITIES:

Financial & Budgetary Management

• Budget Management: Work with Director to track spending and manage program budgets
• Expense Reconciliation: Reconcile staff and departmental credit card expenses, process invoices/deposits, and prepare monthly budget reports.
• Office Logistics: Maintain office supplies and equipment, and coordinate travel vehicle requests.

Student Support and Mentorship

• Student Support: Serve as a welcoming resource for students, assisting with administrative needs such as program applications and insurance information.
• Student Mentorship: Mentor student employees and act as guide for departmental projects

Staff Support and Software Management

• Student Records: work within departmental software to maintain accurate student application records and ensure compliance with required application procedures.
• Office Management: Oversee general office procedures, including answering telephones, responding to email inquiries, directing visitors, and serving as the liaison with other offices to support study away programming
• Publication: Gather, organize, and print emergency materials for faculty-led courses

Communications & Event Coordination

• Event Planning: Lead the planning and execution of departmental events, including orientations, fairs, and other CICE Events
• External Relations: Manage the department’s public presence by curating content for social media, newsletters, and the website.

Prerequisites

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent
• 2+ years of administrative support or similar experience
• Strong written and verbal communication skills
• Ability to multitask and good attention to detail
• A demonstrated commitment to fostering an inclusive work environment and the ability to communicate effectively with diverse populations
• Proficiency in Google Workspace and Microsoft Office Suite products, with the ability to manage data in spreadsheets

PREFERRED QUALIFICATIONS:

• Associate or bachelor’s degree
• Experience in a higher education setting
• Experience living or working in an international or intercultural setting
• Proficiency with creative tools for marketing (e.g., Canva, Adobe Suite) and social media management

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, gender identity, or veteran status in its education or employment programs or activities.

Gustavus Adolphus College is one of the nation’s leading private liberal arts colleges serving approximately 1,800 students. The College aspires to be a community of persons from diverse backgrounds who respect and affirm the dignity of all people. Known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus is located on a scenic 340-acre hill in St. Peter, Minnesota only one hour southwest of the Twin Cities.