Administrative Assistant for Environmental Studies

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.

This position is not eligible for Carleton’s complete benefits package, but does include voluntary participation in a supplemental retirement plan, Minnesota’s Earned Sick and Safe Time, access to our recreation center facilities, and other on-campus benefits.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.

Salary : $22 - $23