Administrative Assistant in Sociology and Anthropology & Gender, Women's, and Sexuality Studies & Latin American Studies

Job Title: Administrative Assistant in Sociology and Anthropology; Gender, Women’s and Sexuality Studies; and Latin American Studies
Department: Sociology; Anthropology; Gender, Women’s and Sexuality Studies; Latin American Studies
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule: 0.80 FTE

Position Overview:

The Administrative Assistant in Sociology and Anthropology, and Gender, Women's and Sexuality Studies, and Latin American Studies manages the office and provides administrative support to the department chair and program director, faculty members and department staff in order to enhance faculty teaching and research. This employee facilitates the internal and external communications of the department.

Working Schedule:

Academic Year (week before classes start in the fall through commencement): 40 hours per week

• 25 hours/week Sociology and Anthropology
• 10 hours/week Gender, Women’s and Sexuality Studies
• 5 hours/week Latin American Studies

Summer Break (12 weeks): 7 hours per week

Compensation:
The expected hourly rate for this position is $25.00.

Essential Job Functions/Responsibilities:

• Oversee the day-to-day operations of the office including calendar of events; activities; meetings of the Chair/Director and faculty; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries.
• Meet regularly with the Chair/Director to discuss current department/program business; attend meetings, draft agendas, take and distribute minutes, track action items and deadlines.
• Plan and organize events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc.
• Hire, train, and supervise student workers to assist faculty with teaching, research, and department tasks
•  Coordinate campus visits for speakers including itineraries, travel, housing, etc.
• Assist students with questions and problems.
• Order and maintain office equipment, supplies, and furniture; maintain department displays, bulletin boards, lobby areas and workroom.
• Monitor and reconcile departmental/program budgets, including Carleton charge card statements and receipts.
• Assist faculty in preparation of course materials, including copying and scanning of course syllabi, handouts, and tests.
• Assist in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
• Prepare, edit, and submit annual course schedule and catalog copy.
• Maintain departmental/program website, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guide for new students, etc.
• Post publicity on the Carleton Events Calendar; submit information to College Communications on lectures and visitors' talks.
• Assist in orienting new faculty and staff members to the department and the College. Arrange for office keys and supplies; coordinate required ITS and Telecommunications needs.
• Coordinate the comps process, including receiving papers, scheduling exams/comps talks, coordinate with print services with the preparation of posters.
• Assist in department/program review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements.
• Assist faculty involved in serving on College committees.

Education/Experience/Skills:

Required:

• Post-high school education with five or more years of related full-time professional experience.
• Skilled in Google Office Suite, including docs, sheets, and Microsoft applications such as excel, and power point.
• Demonstrated ability to learn on the job, and willingness to learn Workday, Canva, Wordpress, etc.
• Excellent verbal and written communication.
• Excellent organizational, time management and interpersonal skills.
• Ability to work with a large and diverse group of faculty, prioritize work, and multi-task with many interruptions and some unpredictability of work situations.
• Work well with minimal supervision.

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 perf