Administrative Assistant for the Center for Global and Regional Studies

Job Title: Administrative Assistant for Center for Global and Regional Studies
Department: Center for Global and Regional Studies
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule: 26 hours during the academic year

Position Overview:

Hours to be worked weekly: 26 hours during the academic year (40 weeks); 6 hours during summer (12 weeks)

Compensation:

The expected starting hourly range for this position is between $21.85 and $23.05. 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: 

• Meet regularly with the Directors to discuss current business; attend meetings, draft agendas, take and distribute minutes, track action items and deadlines.
• Assist in preparing materials such as requests for information, grant proposals, visual aids and notices to students. Use technology to assist in creating materials for talks, presentations, etc.
• Assist students with questions and problems.
• Order and maintain office equipment, supplies, and furniture.
• Monitor multiple budgets, including VISA card statements and receipts.
• Assist faculty in preparation of course materials, including duplicating and Web posting of course syllabi, handouts, and tests.
• Prepare, edit, and submit annual course schedules and catalog copies for five area programs including Africana Studies, Asian Studies (in addition to South and East Asian Studies), Cross-Cultural Studies, European Studies, and Middle East Studies.
• Oversee the day-to-day operations of the offices including calendar of events; activities; scheduling meetings; answering, screening and directing calls and inquiries.
• Update and maintain the CGRS website and event calendar, as well as the five area program websites and event calendars.
• Work with multiple academic program directors as well as staff offices, including Off-campus Studies, Career Center, Fellowships Office, etc.
• Collaborating with Off-campus Studies and Career Center to support internship programs (Madrid and Paris) mostly in Fall
• Coordinate production of the CGRS newsletter, including writing, editing, and proofing, distribution, and Web posting.
• Coordinate campus visits for speakers including itineraries, travel, housing, etc.
• Post publicity on the Carleton Events Calendar and the NNB; submit information to College Communications on lectures and visitors' talks
• Plan and organize multiple events and activities such as the minor's fair and travel writing contest, including publicity, invitations, catering, etc.
• Assist faculty involved in serving on College committees or involved in outside organizations.

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.
• 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.

Physical Requirements:

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 15 va