Administrative Assistant for the Center for Global and Regional Studies - Military Veterans

Job Title: Administrative Assistant for Environmental Studies
Department: Environmental Studies
Classification: Non-Exempt
Grade: 8

FTE/Working Schedule: 0.40 FTE (20 hours per week during academic year and four hours per week during the summer)

Position Overview:

The Administrative Assistant for Environmental Studies assists the Chair and program faculty and oversees the day-to-day operations of the office. The position is 20 hours per week during the academic year and 4 hours per week in the summer. The position reports to the Director of the Program in Environmental Studies.

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 Director to discuss current program business. Attend program meetings, draft agendas, take and distribute minutes, track action items and deadlines.
• Assist in the administration of the program major and minor including tracking student progress and supporting program events to build a strong community within the program.
• Coordinate campus visits for program/program speakers including itineraries, travel, housing, and honorariums. Assist with program event planning and execution.
• Assist students with questions and problems.
• Order and maintain office equipment, supplies, and furniture.
• Maintain program displays, bulletin boards, lobby areas and workroom, as well as oversight of community spaces, including lounges and common spaces.
• Monitor program budgets, including VISA card statements and receipts.
• Assist program faculty in preparation of course materials, including duplicating and posting course syllabi, handouts, and tests.
• Prepare items for e-reserve or delivery of copies of materials to the library and obtain copyright clearances, as necessary.
• Prepare and edit annual course schedule and catalog copy.
• Maintain program website, ensuring information is available regarding the curriculum, program guidelines, major requirements, career/internship opportunities, off-campus programs, etc.
• Assign advisers and monitor majors' progress toward completion of major requirements.
• Assist the Director in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
• Assist in orienting new faculty members to the program and the College. Arrange for office keys and supplies; coordinate required ITS and Telecommunications needs.
• Advise majors on the procedures for the integrative exercise (comps).
• Assist in the program review process (usually once in 10 years) including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements.
• 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, and willingness to learn new technology.
• 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.

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.

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 vacation days, 8 paid holidays, 3, floating holidays, 2 weather days, and extra days at the end of the calendar year to make a continuous week off before New Year's. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.