Administrative Assistant in English

Position Overview: The Administrative Assistant in English manages the office and provides administrative support to the department chair and faculty members in order to enhance faculty teaching and research. This employee facilitates 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:

• 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 and email; answering, screening and directing calls and inquiries.
• 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 preparing materials such as recommendation letters, requests for information, grant proposals, manuscripts, visual aids and notices to students. Use technology to assist faculty 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, and manage Workday expense reporting.
• Assist faculty in preparation of course materials, including duplicating and Moodle posting of course syllabi, handouts, assignments, and exams.
• Prepare items for e-reserves; locate, borrow, and return materials to and from the library; obtain copyright clearances, as necessary.
• Prepare, edit, and submit annual course schedule and catalog copy.
• Maintain departmental website, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guide for new students, etc.
• Coordinate student production of the department newsletter, including editing, proofing, distribution, and web posting.
• Coordinate campus visits for speakers including itineraries, travel, housing, etc.
• Post publicity on the Carleton Events Calendar and submit information to College Communications on lectures and visitors’ talks.
• Assign advisers and monitor majors’ and creative writing minors progress toward completion of degree requirements.
• Assist in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
• Assist in orienting new faculty to the department and the College. Arrange for office keys and supplies; coordinate required ITS and Telecommunications needs.
• Advise majors on the procedures for the integrative exercise. Coordinate the comps process, including receiving papers, evaluation and monitoring seminar attendance, assisting students with preparation of visual aids, and notifying the Registrar and students of comps grades.
• Plan and organize departmental events such as picnics, receptions, and social outings and gatherings, including publicity, invitations, catering, etc.
• Assist in 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 supporting faculty-directed off-campus programs including posting brochures and information on the Web, publicizing meetings, and communicating with Off Campus Studies as needed.
• Assist faculty office staff serving on College committees or involved in outside organizations.
• Manage hiring and training, coordination and all activities of student workers, including review and approval of time entry.

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.

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 25 annual leave days, 8 paid holidays, 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.