Office Coordinator - temporary

Apply now Job Number: 492852
Department: College Communications
Position Type: Staff Part-time, Temporary
Categories: College Communications

Benefits Eligible?: No
Pay Classification: Non-Exempt (Bi-Weekly)
Month Worked Per Year: 6 Months
Hours per week: 20
Position FTE: .25
Pay Grade: Non-Exempt - Grade 8

Position Overview:

Working under the Director of College Communications, the part-time Office Coordinator oversees, organizes, and manages all office procedures and operations for the Office of College Communications. This position provides administrative assistance for the Director, and supports and manages marketing and communications projects at their direction. The Office Coordinator helps create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness and communication.

Essential Job Functions - Responsibilities:

  • Manages fiscal transactions for the department; runs budget reports, reconciles credit card transactions, tracks expenditures, and makes travel arrangements.
  • Coordinates space and office organization; maintains and orders office equipment and supplies, and maintains the document filing system.
  • Provides high quality customer service for the department; greets visitors and callers, routes and resolves information requests.
  • Organizes department meetings; schedules meetings, makes room reservations, orders food/equipment, and takes and distributes notes.
  • Manages marketing and communications projects and tools as directed.
  • Assists with community relations activities; coordinates communications, sponsorships and donations.
  • Makes minor edits to the department’s website as directed.
  • Coordinates sympathy floral arranges on behalf of the College for faculty and staff.
  • Prepares responses to correspondence containing routine inquiries.

Required Qualifications:

  • Knowledge of office administrator responsibilities, systems and procedures.
  • Proficiency in MS Office, MS Excel, Google Drive, Google Docs, Google calendaring, and Dropbox.
  • Excellent organization and time management.
  • Ability to multitask, problem solve and prioritize work.
  • Attention to detail.
  • High School diploma or equivalent.

Preferred Qualifications:

  • Experience as an administrative assistant/office manager in a marketing communications, education or nonprofit setting.
  • Project management experience.

Other Requirements:

  • Ability to juggle multiple projects and work successfully with a diverse range of talents and personalities.
  • Ability to work both independently and collaboratively.
  • Ability to work under tight deadlines with humor, tact, and professionalism.
  • Ability to maintain a positive attitude toward work and clients.
  • Demonstrated commitment to client satisfaction.
  • Strong organizational, technical and communications skills.
  • Ability to lift up to 15 lbs.

Special Instructions to Applicants:

As per the Carleton Upward Mobility Program, priority consideration for internal applications will be given to those who apply by August 17, 2022. 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 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.

Salary and Benefits:

This is a 6-month temporary, 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. This position is not benefit eligible.

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