Administrative Assistant in Political Science

Apply now Job Number: 492876
Department: Political Science
Position Type: Staff Part-time
Categories: Dean of the College Office

Benefits Eligible: Yes
Pay Classification: Non-Exempt (Bi-Weekly)
Month Worked Per Year: 12 Months
Hours per week: 20 - 35
Position FTE: .79
Pay Grade: Non-Exempt - Grade 8

Position Overview:
The Administrative Assistant assists the Chair and department faculty and oversees the day-to-day operations of the office. The position is 35 hours per week during the academic year and 20 hours per week in the summer. The position reports to the Chair of the Department of Political Science.

Essential Job Functions - Responsibilities:

  • Meet regularly with the chair to discuss current department business; attend department meetings, draft agendas, take and distribute minutes, track action items and deadlines.
  • Assist in the administration of the public policy minor including tracking student progress and supporting program events.
  • Coordinate campus visits for seminar speakers including itineraries, travel, housing, honorariums.
  • Assist students with questions and problems.
  • Order and maintain office equipment, supplies, and furniture.
  • Maintain department displays, bulletin boards, lobby areas and workroom, as well as oversight of community spaces in Hasenstab Hall, including lounges and common spaces.
  • Monitor departmental budgets, including VISA card statements and receipts.
  • Assist faculty in preparation of course materials, including duplicating and posting 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 and edit annual course schedule and catalog copy.
  • Maintain department websites and the Political Science Facebook page, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, etc.
  • Assign advisers and monitor majors’ progress toward completion of major requirements.
  • Assist the department chair in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
  • Assist in orienting new faculty 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 (comps). Coordinate the comps process, including receiving papers, scheduling students’ comps exams, monitoring seminar attendance, assisting students with preparation of visual aids, and notifying the Registrar and students of comps grades.
  • Assist in the department 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.
  • Hire, train, and supervise student workers.

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.

Preferred Qualifications:

  • Associate or Bachelor's degree

Special Instructions to Applicants:

As per the Carleton Upward Mobility Program, priority consideration for internal applications will be given to those who apply by June 20, 2022. Pending the review of those internal applications, external applications will be considered at that time. External applications are welcome at any time.

Salary and Benefits:

This is an 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.

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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