Administrative Assistant in Chemistry and Geology

Job Title: Administrative Assistant in Chemistry and Geology
Department: Chemistry / Geology
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule: 0.84

Position Overview:

The Administrative Assistant in Chemistry and Geology manages the office and provides administrative support to the department Chairs of Chemistry and Geology and the Director of the Biochemistry Program. The position also supports faculty members and department staff in order to enhance teaching and research. This employee facilitates the internal and external communications of the department(s).
 

Working Schedule:

The position is 40 hours per week during the academic year (40 weeks) and 5 hours per week in the summer (12 weeks).

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:

• Oversee the day-to-day operations of the office including calendar of events; activities; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries; managing room reservations.

• 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.

• Manage student workers in the department in consultation with faculty, including recruiting, hiring, making work assignments, ensuring proper safety training, and signing off on time sheets.

• Assist students with questions and problems.

• Order office supplies and maintain department displays, bulletin boards, lobby areas, and workrooms; coordinate office equipment repairs and work orders

• Assist faculty in preparation and distribution of course materials, including duplicating and posting of course syllabi, handouts, and tests through learning management systems.

• Prepare, edit, and submit annual course schedule and catalog copy. 

• Maintain departmental websites and coordinate production of department/program newsletters.

• Coordinate campus visits for speakers including itineraries, travel, housing, reimbursements and honoraria

• Post publicity on the Carleton Events Calendar; submit information to Media Relations on lectures and visitors’ talks.

• Assign advisers and monitor majors’ progress toward completion of major requirements.

• Assist in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity. 

• Assist in orienting new faculty and staff members to the department and the College.  Arrange for office access and supplies; coordinate required ITS and Telecommunications needs.

• Assist in coordinating the integrative exercise process, including receiving papers, scheduling exams/comps talks, monitoring seminar attendance, and notifying the Registrar and students of comps grades.

• Plan and organize events such as departmental picnics, receptions, seminars, and social outings, including publicity, invitations, catering, etc.

• 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.

Supervision Received and Exercised:

• Hire, train, and supervise student workers.

Education/Experience/Skills: 

Required:

• Post-high school education with five or more years of related experience or a bachelor’s degree with one year 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 proced