Administrative and Events Assistant

Apply now Job Number: 492942
Department: Science Education Resource Ctr
Position Type: Staff Full-time
Categories: Science Education Resource Ctr

Benefits Eligible: Yes
Pay Classification: Non-Exempt (Bi-Weekly)
Position FTE: 1.0
Pay Grade: Non-Exempt - Grade 8

Position Overview:

The Administrative and Events Assistant is part of the Science Education Resource Center (SERC) office administrative team and provides administrative support to the staff and the National Association of Geoscience Teachers (NAGT) Executive office. They will work in coordination with the Administrative and Financial Assistant to handle the day-to-day operations of the office with an emphasis on event logistics for meetings, workshops and professional development events for NAGT.

Essential Job Functions - Responsibilities:

  • Organize on-campus and off-campus workshop and meeting logistics, either individually or in conjunction with other institutions, which can include arranging room reservations, catering, materials preparation, reimbursements/billing processes, guest/participant accommodations, transportation, etc.
  • Serve as main point person for logistical planning and coordination for NAGT’s On the Cutting Edge Professional Development Program.
  • Be part of the administrative team supporting the National Association of Geoscience Teachers (NAGT). This includes, but is not limited to membership, publications, meetings, awards, elections and assisting with external communications.
  • Provide customer service for the office including calendar of events, activities, and scheduling of meetings; opening, distributing and prioritizing mail; answering, screening and directing calls and email inquiries.
  • Order and maintain office equipment, supplies, and furniture; maintain office publications, oversee supply room.
  • Assist in orienting new staff members to the office. Arrange for office keys and supplies, coordinate required ITS and Telecommunications needs.
  • Participate in management of the SERC Student Assistant staff, including searches, hiring, training, supervising, and recognition of the student workers.
  • Handle the receiving, inputting, and organizing of student data from SERC data-intensive projects into a web-based centralized database as directed by SERC evaluation staff.
  • Work with SERC leadership to plan and coordinate outside travel.
  • Other duties as assigned.

Supervision Received and Exercised:

  • The Administrative and Events Assistant will work closely with the administrative team but will report directly to the SERC Finance Director. 

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.

Required Qualifications:

  • Post-high school education or up to five years of related experience.
  • Demonstrated ability to manage and organize information carefully with strong attention to detail.
  • Excellent verbal and written communication skills.
  • Excellent computer skills with experience using Word and Excel.
  • Excellent organizational, time management, and interpersonal skills.
  • Demonstrated ability to prioritize work, multi-task with many interruptions, complete tasks on schedule, and adapt to changing work situations.
  • Ability to work independently as well as in close cooperation with a tight-knit team.
  • Previous experience demonstrating moving a project from beginning to end independently and managing a complicated project to success

Preferred Qualifications:

  • Associate or bachelor’s degree.
  • Previous experience managing meeting logistics.

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 end of day Monday, December 12, 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 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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