Senior Administrative Assistant to the Associate Provost

Carleton; Northfield (MN); On-site; USD 40,000 - 41,000; Full time

Benefits offered by this job

403(b) retirement plan

Paid time off

Holidays and extended break benefits

Job summary

Carleton College in Northfield, Minnesota seeks a Senior Administrative Assistant to the Associate Provost. This full-time role provides comprehensive support to the Provost Office and the Associate Provost who oversees academic policy and curriculum.

The position involves coordinating meetings, maintaining confidential files, processing fellowships, exams, and committees, and assisting with commencement and events throughout the academic year.

Qualifications

• An associate's degree plus 3-5 years of directly related prior experience is required.
• Successful experience as an administrative assistant with a broad scope of responsibilities is required.
• Must have the ability to set priorities, work on multiple projects, communicate courteously, and maintain confidentiality.
• Two to three years of college or equivalent specialized training and experience combination is necessary.
• Excellent computer, grammar, organizational, and multi-tasking skills are essential.
• Must understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

Responsibilities

• Office Support: Provide daily support for the Associate Provost and the Provost. Schedule meetings and maintain files.
• Academic Integrity: Work with Provost/Dean to handle integrity cases; organize meetings and track results.
• ASC: Schedule and attend ASC meetings; coordinate catering as requested.
• ECC Support: Take, prepare, and distribute ECC minutes; post agendas and minutes online.
• Student Fellowships: Administer Carleton-funded fellowships; schedule committees and update pages.
• Self-scheduled Exams: Organize exams process; hire proctors and coordinate HR on proctor pay.
• Commencement: Coordinate logistics with various offices; manage seating and diploma order.
• Event Support: Provide logistical support for events; manage resources and communication.
• Language Proficiency: Collect self-assessments; coordinate testers and notify relevant offices.
• Language Petition: Manage Language Requirement petitions and committee reviews twice a term.
• Faculty Track: Schedule interviews for visiting candidates; summarize exit interviews.
• Syllabi: Collect and maintain syllabi for courses.
• Calendars: Maintain Provost calendars; post current calendar online.
• Honors: Manage nominations and payments for distinguished academic prizes.

Skills

Administration

Communication

Multi-tasking

Confidentiality

Prioritization

Education

Associate's degree

College training

Job description

Job Title: Senior Administrative Assistant to the Associate Provost

Department: Provost Office

Classification: Non-Exempt

Grade: 10

FTE/Working Schedule: 1.0

Position Overview

The Senior Administrative Assistant to the Associate Provost is a full-time position which exists to provide administrative support for the Office of the Provost, primarily for the Associate Provost who oversees academic policy and curriculum.

Compensation

The expected starting hourly range for this position is between $28.75 and $29.70. 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

• Office Support: Provide daily support for the Associate Provost and the Provost. Receive and convey information while maintaining a working rapport with both College and outside contacts. Schedule meetings and appointments and maintain efficient and accurate files. Draft routine correspondence. Provide telephone coverage and receive visitors. Maintain web pages. Maintain confidentiality.


• Academic Integrity and Student Concerns: Work closely with the Associate Provost and Associate Dean of Students to handle cases of academic integrity. Organize meetings between student, Associate Provost, and Associate Dean of Students for integrity concerns. Track results and maintain materials in the electronic filing system. Support Associate Provost with academic integrity student appeals.


• Academic Standing Committee (ASC): Schedule and attend meetings of the ASC. Record decisions made in each meeting and communicate decisions to appropriate parties. Coordinate catering as requested.


• Education and Curriculum Committee (ECC) Support: Take, prepare, and distribute meeting minutes for the weekly Education and Curriculum Committee (ECC). Post agendas and approved minutes on the ECC website.


• Student Fellowships: Provide administrative support to the Director of Student Fellowships. Process Carleton-funded fellowships from start to finish. Schedule meetings of selection committees and organize meeting logistics. Update fellowship webpages. Track student fellowship data.


• Self-scheduled Exams: Organize the self-scheduled exams process each term. Communicate process steps to faculty and ensure faculty have submitted the correct materials for exams. Hire and schedule proctors, review their time sheets, and collaborate with HR on proctor compensation.


• Commencement: Work closely with Auxiliary Services, the President’s Office, and the Registrar’s Office on the logistics of the annual commencement ceremony. Maintain communication with seniors about event requests and expectations. Coordinate staffing for the event. Organize faculty and student maps, lineup, and seating. Monitor and assist students as names are read to ensure correct diploma conferring order.


• Event Support: Organize and/or provide logistical support for several events throughout the academic year.


• Language Proficiency: Collect and process self-assessments of proficiency in a language other than English from students. Coordinate with the Language Center to locate testers using on-campus resources, testing centers at companies or other universities, or via internet. Notify Registrar’s Office, student, and adviser of results.


• Language Exception and Language Proficiency: Collect, record, and distribute student petitions for the Language Requirement Exemption Committee. Coordinate petition procedures with student, OAR, and language professors. Convene the Language Requirement Exemption Committee to review petitions twice a term. Convey to students and faculty accurate information on policies, procedures, and committee decisions.


• Faculty Track and Non-Tenure Faculty: Communicate with academic departments and programs to schedule interviews of visiting non-tenure track and postdoc faculty candidates. Schedule, prepare, and summarize exit interviews with visiting faculty.


• Syllabi: Collect and maintain syllabi for academic courses.


• Calendars: Coordinate and maintain the Academic and Office of the Provost calendars with assistance from the Registrar’s Office. Post the current academic calendar on various websites and maintain links.


• Distinguished Academic Honors: Work with Associate Provost to determine annual recipients of distinguished academic prizes. Draft correspondence to students, coordinate payment, and enter recipients electronically for recognition at Honors Convocation.


• Additional Job Responsibilities: Provide back-up coverage for Office of the Provost administrative staff.

Education / Experience / Skills

• Required: An associate's degree plus 3-5 years of directly related prior experience is required.


• Successful experience as an administrative assistant with a broad scope of responsibilities is required.


• Must have a demonstrated ability to set priorities, work on a number of projects simultaneously, communicate courteously, and maintain confidentiality.


• Two to three years of college or equivalent specialized training and experience combination is necessary.


• Excellent computer, grammar, organizational, and multi-tasking skills are essential.


• Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

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.

Employer Commitment to Diversity & Inclusion

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 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.

About Carleton College

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.

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. 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.

Additional Information

The schedule of this role may adjust to support departmental needs. The position involves occasional travel within Minnesota and occasional work at Off Campus locations.