Administrative Assistant in Educational Studies and Phi Beta Kappa

Job Title: Administrative Assistant in Educational Studies and Phi Beta Kappa
Department: Educational Studies
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule:.51FTE

Position Overview:

This position begins work each academic year one week prior to when classes begin (early September) through commencement (mid-June). Summer hours schedule is flexible. Hours to be worked weekly: 26 hours during the academic year (40 weeks); 2 hours per week during summer (12 weeks). Ability to work some non-business hours for special department events. This is a regular 12-month (0.51 FTE) benefit eligible position.

The Administrative Assistant manages the office and provides administrative support to the department chair and faculty members in order to enhance faculty teaching and research and to connect with community partners as necessary. This employee serves as the face of the department, welcoming and assisting students, faculty, and staff, and facilitating the internal and external communications of the department.

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: 

• Meet regularly with the Chair to discuss current department business; attend meetings, draft agendas, take and distribute minutes, track action items and deadlines.
• Assist faculty in preparation of course materials, including duplicating and Web posting of course syllabi, handouts, and tests.
• Assist faculty in preparing materials such as recommendation letters, requests for information, grant proposals, manuscripts, 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; maintain department displays, bulletin boards, lobby areas and workroom.
• Monitor departmental budgets, including VISA card statements and receipts.
• Prepare, edit, and submit annual course schedule and catalog copy.
• Oversee the day-to-day operations of the office including calendar of events; activities; meetings of the Chair and faculty; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries.
• Update departmental Website, ensuring information is available regarding the curriculum, departmental guidelines, minor requirements, career/internship opportunities, off-campus programs, and guide for new students, etc.
• Coordinate campus visits for speakers including itineraries, travel, housing, etc.
• Post publicity on the Carleton Events Calendar and the NNB; submit information to Media Relations on lectures and visitors’ talks.
• Monitor minors’ progress toward completion of minor 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 keys and supplies; coordinate required ITS and Telecommunications needs.
• Plan and organize events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc.
• Assist in the department review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements.
• Assist in developing and maintaining relationships with local schools for classroom placement for students as part of their coursework
• Assist the department with creating post-graduate licensure pathways for minors with local universities
• Assist the department in developing career pathways that are communicated with appropriate college offices (e.g. Admissions, the Career Center)
• Assist faculty involved in serving on College committees or involved in outside organizations.
• Serve as the administrative assistant for Phi Beta Kappa.
• Hire, train, and supervise student workers
• Support Student Departmental Advisors in planning events

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 organization