Position Overview
The Administrative Assistant 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 serves as the face of the department/program, welcoming and assisting students, faculty, and staff, and facilitating the internal and external communications of the department/program. This position supports the Chair of the Department of Psychology, the Director of…
the Neuroscience program, and faculty in both areas. This position reports to the Chair of the Department of Psychology. The position is .82 FTE (40 hours per week during the academic term and approximately 10 hours per week during breaks).
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
- Course Support: Assist faculty in preparation of course materials, including materials for library reserve. Assist faculty with special requests regarding courses, classroom or maintenance needs. Prepare and edit annual course schedule and catalog copy for old and new courses. Enter courses into Workday.
- Communication: Gather and distribute information to students concerning department requirements, courses, teaching schedules, faculty office hours/activities, career and internship opportunities. Work with Educational Associate to update and maintain the department website ensuring information is available regarding the curriculum, department guidelines, major requirements, etc. Post publicity on the Carleton Events Calendar, the campus electronic sign boards, put up posters, and submit information to Media Relations on lectures, visitors’ talks, etc. Assign advisers, compile transcripts and reports regarding majors’ completion of requirements. Work with Educational Associate to coordinate gathering of submissions from alumni and produce and distribute an annual alumni newsletter. Work with Educational Associate to maintain departmental social media presence.
- Faculty Hiring: Submit job postings to a wide range of organizations. Arrange candidate visits, including scheduling interviews and talks (room, publicity, meals, transportation, lodging, expense reimbursements). Create itineraries to share with candidates, Provost, faculty, involved students, other departments. Solicit student involvement in candidate visits, specifically arrange student-led tours of campus, lunch with majors. Communicate with candidates regarding arrangements. Create publications and then publicize candidate talks: production and distribution of posters. Manage recruiting expenses (monitor total spent, submit receipts to workday). Coordinate appointments with Provost’s office.
- Department Budget: Analyze and correct periodic budget reports; follow-up on necessary corrections with the Business Office. Purchase supplies and equipment for classes and labs as needed using College credit card, requisition or other method; reconcile credit card purchases monthly, monitor and approve all other department members’ statements, and maintain records. Organize and request payments for student awards and other departmental payments to vendors.
Education/Experience/Skills
Required:
- Post-high school education with five or more years of related experience.
- Skilled in word processing, desktop publishing, web editing, and willingness to learn new technology.
- Excellent organizational, time management and interpersonal skills.
- Ability to work independently and meet deadlines.
- Experience engaging on social media.
- 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.
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 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.