This position supports the Chair of Asian Languages, the Chair of Classics, and the Director of Middle Eastern Languages. The position is normally 40 hours per week from the week before classes begin in the fall until commencement. Summer hours are 8 hours per week. This position will begin in mid-August.

The Administrative Assistant assists the Chair/Director and department faculty and oversees the day-to-day operations of the office. 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.

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 on the Registrar's website.
• Communication: Gather and distribute information to students concerning department requirements, courses, teaching schedules, faculty office hours/activities, career and internship opportunities. 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.
• 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: 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. 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 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.
• General Office Responsibilities: Oversee the day-to-day operations of the office. Meet regularly with the Chair/Director to discuss current department business; attend department meetings, draft agendas, take and distribute minutes, track action items and deadlines. Prepare correspondence such as recommendation letters, requests for information, grant proposals, manuscripts, notices to students, etc. Order and maintain office equipment, supplies, and furniture; maintain department displays, bulletin boards, lobby areas and workroom.
• Assist New and Current Faculty: Provide orientation to department and campus. Arrange keycard access and make sure offices are in order; notify ITS for phone activation. Assist in ordering textbooks and providing supplies.
• Special Events: Support departmental events by arranging for food, coordinating speaker schedules, managing event logistics, arranging travel for speakers, publicizing the event on physical and electronic bulletin boards, social media, etc.

Additional Job Responsibilities:

• Interview, hire, train, supervise and terminate (if necessary) student workers. Arrange schedule, assign, oversee work, and sign timesheets. Prepare written evaluations of students at the end of their term or year. Provide recommendations as requested.
• Maintain department records including files for graduates and faculty members, budget materials, course schedules, hiring records, syllabi, invited speakers, special projects, graduate plans, etc.
• Monitor budget, schedule rooms, arrange transportation, accommodations, food and publicity for department picnics, dinners and various special events, visiting speakers/seminars, department meetings and retreats, etc.
• Assist in departmental review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements.
• Assist in organizing off-campus programs including posting brochures and information on the web, publicizing meetings, etc.
• Support faculty organizing events for outside organizations.

Describe Supervision Received and Exercised:

• This position will hire and supervise student office assistants and will perform student worker evaluations.
• Works closely with the department chair or program director.

Education/Experience/Skills (supported by job duties):

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

Salary and Benefits:

This is a non-exempt level position. The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with college contribution, a generous paid time off, as well as access to many other campus amenities.

Job Types: Full-time, Part-time

Pay: From $21.66 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Northfield, MN 55057: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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