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Job Title: Administrative Assistant in German and Russian, Spanish, French and Francophone Studies
Department: German, Russian, Spanish, and French
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule: 0.79
Position Overview:
The Administrative Assistant manages the office and provides administrative support to the department chairs, faculty members, and department staff of the departments of German and Russian, Spanish, and French and Francophone Studies in order to enhance faculty teaching and research. This employee facilitates the internal and external communications of the departments.
This part-time (0.79) FTE position’s working schedule involves 35 hours weekly during the academic year (40 weeks) and 20 hours weekly during the twelve weeks of summer.
Essential Job Functions/Responsibilities:
• Manage calendar of events, (e)mail, departmental websites, listservs, calls, department displays, bulletin boards, brochures, PR materials, lobby areas, workroom, departmental newsletters.
• Order/maintain office equipment, supplies, furniture, OneCards, and other ITS and office needs.
• Produce a schedule of recurring administrative tasks in the academic year. Anticipate tasks, communicate, carry them out.
• Assist faculty in various tasks related to teaching, research, and events including preparation of course materials, scanning materials, course evaluations, room reservations, event planning, publicity, van and room reservations, and other departmental needs. Produce the first-year textbook for Russian students in fall and winter.
• Assist in orienting new faculty members to the departments and the College.
• Assist departments in job recruitment activities, visits of scholars and external reviewers. This may include placing ads, maintaining files, setting up schedules and arranging visits, managing itineraries, lodging, travel between airport and Northfield, restaurant reservations, dinners and receptions, publicity, tracking expenses and reimbursements.
• Meet regularly with department chairs to discuss departmental needs, attend department meetings as needed.
• Monitor departmental budgets, including credit card statements, receipts, petty cash, LA expenses.
• Prepare and edit annual course schedule and catalog copy. Enter courses on Registrar’s website.
• Assist students with questions and problems and refer them to the appropriate faculty member.
• Coordinate the Language Placement exams taking place in July.
• Monitor students’ progress toward completion of certain requirements, as needed by each department.
• Assist in hiring, training, and supervising student workers, including office workers, Language Associates, Student Departmental Advisors, and Teaching Assistants.
• Support LAs by coordinating their arrival, managing budgets, and helping with communication and other needs.
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, spreadsheets, web editing, internet searches, design tools.
• 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.
Staff Salary and Benefits:
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 a college contribution, a generous paid time off package, as well as access to many other campus amenities.
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.
