Academic Administrative Assistant - Biology Department - Team South

Job Description

Position Title: Academic Administrative Assistant – Biology Department – Team South.

Department: Office of the Provost and Dean of the College.

Classification: Salaried, non‑exempt position eligible for overtime compensation in accordance with FLSA and College policy.

FTE: 1.0

Work Schedule: Monday – Friday, 8:00 am – 5:00 pm (academic year). No work required in summer, but pay continues.

Term: Mid‑August to Mid‑June.

Work Location: On Campus.

Salary: $38,844.

• Support department chairs, program directors, and faculty.
  • Provide administrative support to ensure efficient operation of office.
  • Monitor, manage and reconcile budgets.
  • Assist with accessing, manipulating and preparing presentation data needed for departmental and program planning, assessment, accreditation and grant writing.
  • Assist chairs and search committees with all phases of tenure‑track and term faculty recruitment and hiring.
  • Assist with design of class & lab schedule.
  • Provide orientation for faculty, basic classroom technology support, course materials as requested, and travel coordination.
  • Liaise with IT and perform basic troubleshooting for faculty members.
• Oversee organization of department.
  • Keep records, order supplies, maintain equipment, manage bulletin boards and shared spaces.
  • Maintain department website, social media and newsletter.
  • Advertise student opportunities and organize materials.
  • Assist with logistics, preparations and publicity for all meetings and events sponsored by departments and programs.
  • Hire, train, supervise and approve timesheets for student workers including tutors and teaching assistants.
• Collaborate and maintain relations with departments across campus.
  • Report building concerns and needs to Facilities.
  • Attend Academic Administrative Assistant meetings and training sessions.
  • Provide support to and serve as a backup to other AAAs, departments and programs as needed.
• Other Duties.
  • Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
  • Complete and meet deadlines for required training and performance management cycle.
  • Perform other duties as assigned.

• Reports to the Academic Administrative Supervisor.
• Supervises student workers.

• Education:
  • High school diploma or equivalent.
• Experience:
  • 1+ year of office or administrative experience, or relevant experience.

• Education:
  • Bachelor’s Degree.
• Experience:
  • 3+ years of office or administrative experience; experience working in an academic environment.

• Employment in this position is conditioned upon successful completion of a background check which may include criminal background checks, reference checks, verification of work history, academic credentials, licenses, certifications, motor vehicle check, DOT certification, credit check, employment eligibility verification, and/or a pre‑employment physical. The institution reserves the right to conduct periodic background checks at its sole discretion.

• This position may require you to report early, stay late or work different shifts depending on staffing levels, and to perform all essential job functions whenever needed and during campus emergencies.
• This job description is for general information purposes and is not intended to list all duties and responsibilities of the position. It is subject to change at any time by the institution, with or without prior notice.
• Review of applications begins immediately and continues until the hire is complete.

The institution offers a comprehensive benefits package, including a 9% retirement match, contributions to eligible employees' health savings accounts, substantial tuition discounts for employees' children at affiliated colleges and universities, and generous paid time off.

St. Olaf College does not discriminate on the basis of sex, race, color, creed, national origin, gender identity, gender expression, sexual orientation, age, religion, disability, marital status, veteran status, or status with regard to public assistance. The institution prohibits discrimination and harassment based upon these and any other legally protected status in any educational program or activity that it operates, including admissions and employment.

Inquiries about this policy may be referred to the Equal Opportunity Director, the U.S. Department of Education’s Office for Civil Rights, or both. The Director, who serves as Title IX, Title VI, and Section 504 Coordinator, is Pamela McDowell, at mcdowell, (507) 786‑3465.