DEPARTMENT/PROGRAM ASSISTANTS

Your department/program assistant will report to you as department chair/program director. Effective use of the assistant can help you concentrate your energies on longer-term issues of leadership, faculty development, curricular evolution, mentoring of younger colleagues, faculty reviews, recruiting and hiring, etc. You should work with your assistant as needed to help set priorities. Course and student-related work should normally be the top priority, followed by departmental/program work, and then individual faculty work.

Following is the College's job description for academic administrative assistants.  You may find this useful when talking with your assistant about responsibilities or in planning and conducting your assistant’s performance review.

Position Overview:

The Administrative Assistant manages the office and provides administrative support to the department chair or program director, faculty members and department staff in order to enhance faculty teaching and research.   This employee facilitates the internal and external communications of the department (s).

Essential Job Functions/Responsibilities:

• Oversee the day-to-day operations of the office including calendar of events; activities; meetings of the Chair/Director and faculty; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries.
• Meet regularly with the Chair/Director to discuss current department/program business; attend meetings, draft agendas, take and distribute minutes, track action items and deadlines.
• Prepare materials for faculty members such as recommendation letters, requests for information, grant proposals, manuscripts, visual aids and notices to students.  Use technology to assist 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/program budgets, including VISA card statements and receipts and office petty cash fund.

• Assist faculty in preparation of course materials, including duplicating and Web posting of 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.  Enter courses on Registrar’s Web site.

• Maintain departmental/program Web site, ensuring information is available  regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, etc.
• Coordinate production of the department/program newsletter, including writing, editing, proofing, distribution, and Web posting.
• Coordinate campus visits for speakers including itineraries, travel, housing, etc.
• Post publicity on the Carleton Events Calendar and the NNB; submit information to Media Relations on lectures and visitors’ talks.
• Assign advisers and monitor majors’ progress toward completion of major requirements.

• Assist in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity. 
• Assist in orienting new faculty and staff members 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, scheduling exams, monitoring seminar attendance, assisting students with preparation of visual aids, and notifying the Registrar and students of comps grades.
• Assist in department/program 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, tracking applications, notifying accepted students, publicizing meetings, etc. Communicate with Off Campus Studies as needed.
• Assist faculty involved in serving on College committees or involved in outside organizations.

Describe Supervision Received and Exercised:

• Hire, train, and supervise student workers.

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.
• 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.

NOTE:  This job description is not intended to be all inclusive.  Employee may perform other related duties to meet the ongoing needs of the organization.