Administrative Assistant in English

Administrative Assistant in English 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). 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. The essential job functions/responsibilities include: Overseeing 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. Meeting regularly with the Chair to discuss current department business; attending meetings, drafting agendas, taking and distributing minutes, tracking action items and deadlines. Assisting faculty in preparing materials such as recommendation letters, requests for information, grant proposals, manuscripts, visual aids and notices to students. Using technology to assist faculty in creating materials for talks, presentations, etc. Assisting students with questions and problems. Ordering and maintaining office equipment, supplies, and furniture; maintaining department displays, bulletin boards, lobby areas and workroom. Monitoring departmental budgets, and managing Workday expense reporting. Assisting faculty in preparation of course materials, including duplicating and Moodle posting of course syllabi, handouts, assignments, and exams. Preparing, editing, and submitting annual course schedule and catalog copy. Maintaining departmental website, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guide for new students, etc. Coordinating student production of the department newsletter, including editing, proofing, distribution, and web posting. Coordinating campus visits for speakers including itineraries, travel, housing, etc. Posting publicity on the Carleton Events Calendar and submitting information to College Communications on lectures and visitors' talks. Assigning advisers and monitoring majors' and creative writing minors progress toward completion of degree requirements. Assisting in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity. Assisting in orienting new faculty to the department and the College. Arranging for office keys and supplies; coordinating required ITS and Telecommunications needs. Advising majors on the procedures for the integrative exercise. Coordinating 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. Planning and organizing departmental events such as picnics, receptions, and social outings and gatherings, including publicity, invitations, catering, etc. Assisting in department review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements. Assisting 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. Assisting faculty office staff serving on College committees or involved in outside organizations. Managing 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, internet searches. Excellent verbal and written communication. Excellent organizational, time management and interpersonal skills. Ability to prioritize work and multi-task with many interruptions and some unpredictability of work situations. Work well with minimal supervision. Broad mastery of policies and procedures. 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 with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 25 annual leave days, 8 paid holidays, and extra days at the end of the calendar year to make a continuous week off before New Year's. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service. Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.

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