Administrative Assistant in English

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* Position Overview:

** The
** Administrative Assistant in English
** manages the office and provides administrative support to the department chair and faculty members and in order to enhance faculty teaching and research. This employee facilitates the internal and external communications of the department (s).
** Compensation:
** The expected starting hourly range for this position is between $22.40 and $23.10 Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.
** Essential Job Functions/Responsibilities:
*** Oversee the day-to-day operations of the office including calendar of events; activities; meetings of the Chair and faculty; opening, distributing and prioritizing mail and email; answering, screening and directing calls and inquiries.
* Meet regularly with the Chair to discuss current department 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 faculty 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 budgets, and manage Workday expense reporting.
* Assist faculty in preparation of course materials, including duplicating and Moodle posting of course syllabi, handouts, assignments, and exams.
* Prepare items for e-reserves; locate, borrow, and return materials to and from the library; obtain copyright clearances, as necessary.
* Prepare, edit, and submit annual course schedule and catalog copy.
* Maintain departmental website, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guide for new students, etc.
* Coordinate student production of the department newsletter, including editing, proofing, distribution, and web posting.
* Coordinate campus visits for speakers including itineraries, travel, housing, etc.
* Post publicity on the Carleton Events Calendar and submit information to College Communications on lectures and visitors’ talks.
* Assign advisers and monitor majors’ and creative writing minors progress toward completion of degree requirements.
* Assist in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
* Assist in orienting new faculty 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, evaluation and monitoring seminar attendance, assisting students with preparation of visual aids, and notifying the Registrar and students of comps grades.
* Plan and organize departmental events such as picnics, receptions, and social outings and gatherings, including publicity, invitations, catering, etc.
* Assist in 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 supporting faculty-directed off-campus programs including posting brochures and information on the Web, publicizing meetings, and communicating with Off Campus Studies as needed.
* Assist faculty office staff serving on College committees or involved in outside organizations.
* Manage hiring and training, coordination and all activities of student workers, including review and approval of time entry.
** Education/Experience/

Skills:

**
* Required:

** Post-high school education with five or more years of related experience.
* Skilled in word processing, desktop publishing, spreadsheets, Web editing,…