Administrative Specialist – Multidepartment Programs

Minnesota Council of Nonprofits; Northfield (MN); On-site; USD 40,000 - 52,000; Part time

Benefits offered by this job

40 hours/week 0.80 FTE prorated

Paid time off

Job summary

Carleton College in Northfield, MN is seeking an Administrative Assistant to support the Sociology and Anthropology and related programs. The role manages office operations, coordinates calendars, communications, and assists faculty and staff to facilitate teaching and research.

The position requires five+ years of experience, strong in Google/Microsoft tools, and excellent communication. The workload includes coordinating events, budgeting, and supporting recruitment; a degree is preferred.

Qualifications

• Post-high school education with five or more years of related full-time professional experience.
• Proficient in Google Office Suite and Microsoft Excel/PowerPoint.
• Willing to learn Workday, Canva, Wordpress, etc.
• Excellent verbal and written communication.
• Excellent organizational, time management and interpersonal skills.
• Ability to work with a large and diverse group of faculty, prioritize work, and multi-task.

Responsibilities

• Oversee the day-to-day operations of the office including calendar of events; activities; meetings of the Chair/Director and faculty; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries.
• Meet regularly with the Chair/Director to discuss current department/program business; attend meetings, draft agendas, take and distribute minutes, track action items and deadlines.
• Plan and organize events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc.
• Hire, train, and supervise student workers to assist faculty with teaching, research, and department tasks
• Coordinate campus visits for speakers including itineraries, travel, housing, etc.
• Assist students with questions and problems.
• Order and maintain office equipment, supplies, and furniture; maintain department displays, bulletin boards, lobby areas and workroom.
• Monitor and reconcile departmental/program budgets, including Carleton chargecard statements and receipts.
• Assist faculty in preparation of course materials, including copying and scanning of course syllabi, handouts, and tests.
• Assist in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
• Prepare, edit, and submit annual course schedule and catalog copy.
• Maintain departmental/program website, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guide for new students, etc.
• Post publicity on the Carleton Events Calendar; submit information to College Communications on lectures and visitors' talks.
• 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.
• Coordinate the comps process, including receiving papers, scheduling exams/comps talks, coordinate with print services on the preparation of posters.
• Assist in department/program review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements.
• Assist faculty involved in serving on College committees.

Skills

Office suite

Verbal and written communication

Organization & time management

Interpersonal skills

Multi-tasking

Collaborating with diverse faculty

Education

Bachelor's degree

Associate's degree

Tools

Workday

Canva

Wordpress

Job description

Carleton College in Northfield, MN is seeking an Administrative Assistant to support the Sociology and Anthropology and related programs. The role manages office operations, coordinates calendars, communications, and assists faculty and staff to facilitate teaching and research.

The position requires five+ years of experience, strong in Google/Microsoft tools, and excellent communication. The workload includes coordinating events, budgeting, and supporting recruitment; a degree is preferred.