Administrative Assistant American Studies, Cognitive Science​/Linguistics, and Arboretum

Position: Administrative Assistant for American Studies, Cognitive Science/Linguistics, and Arboretum
Location: Northfield

Position Overview:

The Administrative Assistant for American Studies, Cognitive Science/Linguistics, and Arboretum provides administrative support to department chair/program directors, faculty, and department/program staff in order to foster smooth operations of all offices, faculty teaching and research, and intellectual community. This employee manages budgets, facilitates the internal and external communications of the department and programs and supervises a team of student workers.

Working

Schedule:

0.77 FTEAcademic Year (40 weeks): 35 hours per week (Week after Labor Day through mid-June commencement)15 hours/American Studies
10 hours/Cognitive Science/Linguistics
10 hours/Arboretum Summer (12 weeks): 14 hours per week
10 hours/Arboretum4 hours between Cognitive Science/Linguistics and American Studies Compensation:

The expected hourly rate for this position is $25.00.Essential Job Functions/Responsibilities:

Office Administration Oversees day-to-day office operations: mail and telephone inquiries, supplies, meeting scheduling

Schedules meetings, helps draft agendas, occasionally attends, takes minutes, track action items

Coordinates campus visits for speakers and candidates (itineraries; travel, lodging, etc.)Assists in recruitment and activities (placing ads, arranging candidate visits, etc.).Assists in onboarding of new and visiting faculty

Meets regularly with chairs/program directors to discuss current department/program business;

Communications Maintains department/program websites in step with College communications and web-design

Maintains shared files for departments/programs.

Coordinates contact with department/program alumni.

Promotes events on campus calendars, posters, social media, etc.

Coordinates production of annual newsletters, including editing, distribution, occasional writing

Networks/advocates with other campus offices (Registrar, Business, Facilities, Alumni, etc.)Budget Monitors department/program budgets

Orders and maintains office equipment, supplies, and furniture

Curriculum

Prepares, edits, and submits course schedules, room requests, and catalog copy Monitors course enrollments during registration to promote a healthy curriculum

Assists faculty in preparation of course materials,Assists with automated grading of multiple-choice exams

Assists with coordinating class visits for faculty third-year and tenure reviews

Supervision/Mentoring Hires, trains, and supervises student workers in consultation with program directors

Delegates appropriate tasks to student workers

Fostering Community Creates a welcoming atmosphere for students and visitors

Maintains department/program lounges, workroom, bulletin boards, displays

Assists in planning and coordinating a range of events

Coordinates Arboretum volunteers using automated tools

Assists students in addressing their questions

Education/Experience/

Skills:

Required:

Post-high school education with five or more years of full-time professional related experience

Excellent verbal and written communication

Excellent organizational, time management and interpersonal skills

Ability to prioritize work and multi-task, in light of interruptions and variability of workflow

Skill in word processing, desktop publishing, spreadsheets, web editing

Work well with minimal supervision

Ability to gain broad mastery of policies and procedures

Flexibility and willingness to continue with training as new technologies evolve

Preferred:

Associate or Bachelor’s Degree Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

Note:

This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

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.

Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan…