Admin Assistant in Theater and Dance & Admin Assistant to The Director of the Arts

Apply now Job Number: 492935
Department: Theater & Dance
Position Type: Temporary
Categories: Theater & Dance

Benefits Eligible?: Yes
Pay Classification: Non-Exempt (Bi-Weekly)
Month Worked Per Year: 10 Months
Hours per week: 40
Position FTE: .80
Pay Grade: Non-Exempt - Grade 8

Position Overview:

The Administrative Assistant manages the office and provides administrative support to the department chairs, 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:

  • Oversees the day-to-day operations of the office including calendar of events; activities; ,meeting of the Chair and faculty; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries.
  • Meets regularly with the chair to discuss current department business; attends meetings, drafts agendas, takes and distributed minutes, tracks action items and deadlines.
  • Assists faculty in preparing materials such as recommendation letters, requites for information, grant proposals, manuscripts, visual aids and notices to students. Uses technology to assist in creating materials for talks, presentations, etc.
  • Assists students with questions and problems.
  • Orders and maintains office equipment, supplies, and furniture; maintains department displays, bulletin boards, lobby areas and workroom.
  • Monitors departmental budgets, including VISA card statements and receipts.
  • Assists faculty in preparation of course materials, including duplicating and Web posting of course syllabus, handouts, and tests.
  • Prepares items for e-reserve or delivery of copies of materials to the library an obtains copyright clearances, as necessary.
  • Prepares, edits, and submits annual courses schedule and catalog copy.
  • General support for Director of the Arts.

Required Qualifications:

  • Post-high school education with five or more ears of related experience.
  • Skilled in word processing, desktop publishing, spreadsheets, Web editing, internet searches.
  • Excellent verbal and written communication.
  • Excellent organizational, time management and interpersonal skills.
  • Ability to prioritize work and multi-task when many interruptions and some unpredictably of work situations.
  • Works well with minimal supervision.
  • Broad mastery of policies and procedures.

Preferred Qualifications:

  • Associate or Bachelor's Degree


  • Academic Year (week before classes start in the fall through commencement).
    • Theater and Dance - 25 hours per week.
    • Office of the Director of the Arts - 15 hours per week.
  • 12 weeks of summer.
    • Theater and Dance - 6 hours per week.
    • Office of the Director of the Arts - 4 hours per week.

Special Instructions to Applicants:

NOTE: This job description is not intended to be all inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

As per the Carleton Upward Mobility Program, priority consideration for internal applications will be given to those who apply by November 23, 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 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.

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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