Administrative Assistant in Computer Science

Job Title: Administrative Assistant in Computer Science
Department: Computer Science
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule: 0.82 FTE

Position Overview:

The Administrative Assistant manages the office and provides administrative support to the department chair and faculty members in order to support students taking classes in the department and to enhance faculty teaching and research. This employee facilitates the internal and external communications for the department.

Working Schedule:

Academic Year (week before classes start in the fall through commencement): 40 hours per week

Summer (12 weeks): 6-8 hours per week

Compensation:
The expected hourly rate for this position is $25.00.

Essential Job Functions/Responsibilities:

• Oversees the day-to-day operations of the office including calendar of events; activities; meetings of the Chair and faculty; opening, distributing, and prioritizing mail; purchasing supplies; and answering, screening, and directing calls and inquiries.
• Meets regularly with the Chair to discuss current department business; attends meetings, drafts agendas, takes and distributes minutes, and tracks action items and deadlines.
• Assists students with questions and problems.
• Provides administrative support to departmental student groups: procures meeting supplies and refreshments, reserves meeting spaces, and oversees their budget.
• Orders and maintains office equipment, supplies, and furniture; maintains department displays, bulletin boards, lobby areas, and workroom.
• Monitors departmental and program budgets, including VISA card statements and receipts.
• Coordinates the department’s “Match” pre-registration process.
• Coordinates students’ retaking or making up exams.
• Prepares, edits, and submits annual course schedule and catalog copy.
• Maintains department websites, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guides for new students, etc.
• Coordinates production of the department newsletters, including writing, editing, proofing, distribution, and web posting.
• Coordinates campus visits for speakers including itineraries, travel, housing, etc.
• Posts publicity on the Carleton Events Calendar, and submits information to College Communications on lectures and visitors’ talks.
• Monitors majors’ progress toward completion of major requirements.
• Assists in recruitment activities, including placing ads, managing applications, and arranging candidate visits including itineraries, lodging, and publicity.
• Assists in orienting new faculty and staff members to the departments and the College. Arranges for office keys and supplies; coordinates required ITS, Telecommunications, and facilities needs.
• Coordinates the comps process, including scheduling comps talks, monitoring gala attendance, coordinating with Printing Services to print student posters, and sending student letters indicating comps pass/distinction..
• Assists with weekly colloquium series, including advertising, procuring refreshments, creating and processing attendance sheets, processing honoraria, scheduling meetings with faculty and students, and room reservations.
• Plans and organizes events such as departmental and program picnics, receptions, and social outings, including publicity, invitations, catering, etc.
• Assists in community-building activities in the department, such as maintaining the department’s communal spaces.
• Assists in department review processes including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, and tracking expenses and reimbursements.
• Assists in organizing off-campus programs including posting brochures and information on the web, tracking applications, notifying accepted students, publicizing meetings, etc. Communicates with Off Campus Studies as needed.
• Manages and trains student office assistants.
• Assists faculty in hiring student research partners, including monitoring incoming applications, maintaining a list of applicants and hiring decisions, and ensuring hiring materials are accessible and complete.
• Other duties as assigned.

Education/Experience/Skills:

Required:

• Post-high school education with at least three to five years of related full-time professional experience.
• Skilled in word processing, desktop publishing, spreadsheets, Web editing, and internet searches.
• Excellent verbal and written communication.
• Ability to prioritize work and multi-task with frequent interruptions and some unpredictability of work situations.
• Strong attention to detail.
• Flexibility and comfort with new technology
• Works 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.

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.