Administrative Assistant Provost's Office

Position Overview:

This full-time position exists to provide administrative support for the Office of the Provost, primarily for the Associate Provost who oversees academic policy and curriculum.

The expected starting hourly range for this position is between $28.75 and $29.70. 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.

• Office Support:
  Provide daily support for the Associate Provost and the Provost. Receive and convey information while maintaining a working rapport with both College and outside contacts. Schedule meetings and appointments and maintain efficient and accurate files. Draft routine correspondence. Provide telephone coverage and receive visitors. Maintain web pages. Maintain confidentiality.
• Academic Integrity and Student Concerns:
  Work closely with the Associate Provost and Associate Dean of Students to handle cases of academic integrity. Organize meetings between student, Associate Provost, and Associate Dean of Students for integrity concerns. Track results and maintain materials in the electronic filing system. Support Associate Provost with academic integrity student appeals.
• Academic Standing Committee (ASC):
  Schedule and attend meetings of the ASC. Record decisions made in each meeting and communicate decisions to appropriate parties. Coordinate catering as requested.
• Education and Curriculum Committee (ECC) Support:
  Take, prepare, and distribute meeting minutes for the weekly Education and Curriculum Committee (ECC). Post agendas and approved minutes on the ECC website.
• Student Fellowships:
  Provide administrative support to the Director of Student Fellowships. Process Carleton-funded fellowships from start to finish. Schedule meetings of selection committees and organize meeting logistics. Update fellowship webpages. Track student fellowship data.
• Self-Scheduled Exams:
  Organize the self‑scheduled exams process each term. Communicate process steps to faculty and ensure faculty have submitted the correct materials for exams. Hire and schedule proctors, review their time sheets, and collaborate with HR on proctor compensation.
• Commencement:
  Work closely with Auxiliary Services, the President’s Office, and the Registrar’s Office on the logistics of the annual commencement ceremony. Maintain communication with seniors about event requests and expectations. Coordinate staffing for the event. Organize faculty and student maps, lineup, and seating. Monitor and assist students as names are read to ensure correct diploma conferring order.
• Event Support:
  Organize and/or provide logistical support for several events throughout the academic year.
• Language Proficiency:
  Collect and process self‑assessments of proficiency in a language other than English from students. Coordinate with the Language Center to locate testers using on‑campus resources, testing centers at companies or other universities, or via internet. Notify Registrar’s Office, student, and adviser of results.
• Language Exception and Language Proficiency:
  Collect, record, and distribute student petitions for the Language Requirement Exemption Committee. Coordinate petition procedures with student, OAR, and language professors. Convene the Language Requirement Exemption Committee to review petitions twice a term. Convey to students and faculty accurate information on policies, procedures, and committee decisions.
• Faculty Track and Non-tenure Faculty:
  Communicate with academic departments and programs to schedule interviews of visiting non‑tenure track and postdoc faculty candidates. Schedule, prepare, and summarize exit interviews with visiting faculty.
• Syllabi:
  Collect and maintain syllabi for academic courses.
• Calendars:
  Coordinate and maintain the Academic and Office of the Provost calendars with assistance from the Registrar’s Office. Post the current academic calendar on various websites and maintain links.
• Distinguished Academic Honors:
  Work with Associate Provost to determine annual recipients of distinguished academic prizes.…