Job Number: 492454
Position Type: Staff Part-time
Categories: Faculty - English, Dean of the College Office
Benefits Eligible: YesPay Classification: Non-Exempt (Bi-Weekly)Month Worked Per Year: 12 Months 40 hours per week during academic term 6 hours per week during summer breakPosition FTE: 0.80Pay Grade: Non-Exempt - Grade 8
Position Overview:The Administrative Assistant in English manages the office and provides administrative support to the department chair or program director, faculty members and department staff in order to enhance faculty teaching and research. This employee facilitates the internal and external communications of the department.
Essential Job Functions - 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.• Assist faculty in preparing materials such as recommendation letters, requests for information, grant proposals, manuscripts, visual aids and notices to students. Use technology to assist in creating materials for talks, presentations, 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 departmental/program budgets, including VISA card statements and receipts.• Assist faculty in preparation of course materials, including duplicating and Web posting of course syllabi, handouts, and tests.• Prepare items for e-reserve or delivery of copies of materials to the library and obtain copyright clearances, as necessary.• Prepare, edit, and submit annual course schedule and catalog copy.• Maintain departmental/program Web site, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guide for new students, etc.• Coordinate production of the department/program newsletter, including writing, editing, proofing, distribution, and Web posting.• Coordinate campus visits for speakers including itineraries, travel, housing, etc.• Post publicity on the Carleton Events Calendar and the NNB; submit information to College Communications on lectures and visitors’ talks.• Assign advisers and monitor majors’ progress toward completion of major requirements.• Assist in recruitment activities, 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.• Advise majors on the procedures for the integrative exercise. Coordinate the comps process, including receiving papers, scheduling exams/comps talks, monitoring seminar attendance, assisting students with preparation of visual aids, and notifying the Registrar and students of comps grades.• Plan and organize events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc.• 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 in organizing off-campus programs including posting brochures and information on the Web, tracking applications, notifying accepted students, publicizing meetings, etc. Communicate with Off Campus Studies as needed.• Assist faculty involved in serving on College committees or involved in outside organizations.
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, and willingness to learn new technology.• 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 with many interruptions and some unpredictability of work situations.• Work well with minimal supervision.• Broad mastery of policies and procedures.
Preferred Qualifications:• Associate or Bachelor’s Degree
Salary and Benefits: This is a non-exempt level position. The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with college contribution, a generous paid time off, as well as access to many other campus amenities.
Special Instructions to Applicants:As per the Carleton Upward Mobility Program, priority consideration for internal applications will be given to those who apply by the close of business Friday, September 17, 2021. Pending the review of those internal applications, external applications will be considered at that time. External applications are welcome at any time.Carleton College is a 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.
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