Administrative Assistant for Writing Across the Curriculum (WAC) and the Integrated STEM Center

Job Title: Administrative Assistant for Writing Across the Curriculum and the Integrated STEM Center

Department: Writing Across the Curriculum and STEM Center
Classification: Non-Exempt 
Grade: 8
FTE/Working Schedule: 0.46

Position Overview:
The Administrative Assistant for Writing Across the Curriculum and the Integrated STEM Center provides administrative support to the Director of the STEM Board and STEM Program Manager, and to the Director of Carleton’s Writing Across the Curriculum Program. This position is a .46 FTE, with a working schedule of 20 hours/week during the academic year (40 weeks) and 13 hours/week during the summer break (12 weeks).Summer work hours will be evaluated each year as additional hours for similar roles may be available.

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:

Writing Across the Curriculum:

• Administer the sophomore writing portfolios process (approximately 500-525 portfolios/class year) through the Moodle learning management system.

This includes:

• Review portfolio submissions to ensure correct materials have been submitted

• Work with IT to ensure that portfolios are transferred from Moodle to OnBase

• Communicate with students if portfolios are missing or do not meet the requirements

• Maintain list of portfolio reviewers and organize portfolio norming sessions

• Provide minor technical support for portfolio reviewers during summer reading periods (mid-June-July)

• Address questions about the portfolio process from students, faculty, and staff

• Track the progress of Not Yet students working to revise their portfolio score

• Communicate with the OCS office to obtain lists of students who will be off campus when their portfolios are due

• Maintain the Moodle site students use to submit portfolios.

Other duties

• Organize faculty development events (1-3 per year), including the winter workshop

• Arrange stipends for participants in WAC development events (including the sophomore portfolio reading)

• Monitor program budgets: ensure grant and program budgets are on track and reconcile purchasing card expenses.

• Assist with program communications, travel, and event support. Work with the Perlman Learning and Teaching Center to coordinate WAC event needs, including travel arrangements, catering orders, stipend payments, preparation of materials, and website updates.

STEM Center:

• Schedule, coordinate, and provide support for All-STEM and STEM board gatherings for STEM faculty, staff, students, and collaborators during the academic year, and approximately 14 STEM events during the summer months.

• Collect, organize, format, and distribute a weekly newsletter during the academic year and two newsletters during the summer.

• Maintain the Math and Science at Carleton webpage.

• Work with the STEM Program Manager to develop digital resources to support STEM faculty, staff, and students.

• Order and maintain STEM materials for STEM meetings and events as necessary.

• Assist the STEM Program Manager with communications to departments about upcoming facilities projects.

STEM Board:

• Take minutes at STEM board meetings.

• Assist the STEM Director and Associate Provost with organizing and administering
  fellowship awards.

• Oversee administration of the Towsley and Kolenkow-Reitz Fellowships, including tracking budgets, updating fellowship webpages, communicating with applicants, maintaining a database of fellowship recipients, arranging student travel funding, and submitting annual reports.

• Work with the STEM Director, the STEM Program Manager, and the Office of the Provost to maintain the STEM Summer Research database.

Additional Job Responsibilities:

• Order and maintain office supplies, as needed.

Describe Supervision Received and Exercised:
This position receives direct supervision from the STEM Program Manager and the Director of Writing Across the Curriculum. In addition, this posi