Administrative Assistant to the Department of Sociology and Anthropology and the Director of the College Writing Program

• Office: Department of Sociology and Anthropology and the College Writing Program
• Description:

  For Carleton College Internal Applicants Only

   

  Carleton College welcomes applications for an Administrative Assistant to support both the Department of Sociology and Anthropology and the College Writing Program. For the Department of Sociology and Anthropology, this position will have a work schedule of 25 hours per week during the academic year and 4 hours per week in the summer (.50 FTE). For the College Writing Program, this position has a work schedule of 10 hours per week during the academic year and 2 hours per week in the summer (.20 FTE). This is a part-time (.70) combined FTE, regular, benefits-eligible, non-exempt position.

  Sociology and Anthropology Department Responsibilities:

  The Administrative Assistant manages the office and performs administrative functions in order to enhance faculty teaching and research, and assists the chair with diverse administrative duties.  The employee facilitates the internal and external communications of the department. This position reports to the Chair of the Sociology and Anthropology department.

  • Assists faculty in preparation of course materials including duplicating and web posting of course syllabi, handouts, exams and other course materials. 
  • Gathers and distributes information to students concerning department requirements, courses, faculty office hours/activities/career and internship opportunities.
  • Updates and maintains department website ensuring information is available regarding the curriculum, department guidelines, major requirements, etc.
  • Provides administrative support for the faculty hiring process including maintenance of applicant files, sending acknowledgement letters, organizing interview schedules, making travel arrangements and handling reimbursement of expenses.
  • Maintains departmental budgets including VISA card statements and receipts and office petty cash fund.
  • Advises majors on the procedures for the integrative exercise.  Coordinates the comps process including scheduling exams, monitoring seminar attendance, and assisting students with preparation of visual aids.
  • Oversees the day-to-day operations of the office including calendar of events and activities and meetings of the department chair and faculty.  Opens, distributes and prioritizes mail; answers screens and directs calls; orders and maintains office equipment and supplies.
  • Interviews, hires, trains and supervises student workers.
  • Maintains department records including files for graduates and faculty members.
  • Monitors budget, schedules rooms, arranges transportation, accommodations, food and publicity for department picnics and dinners, visiting speakers/seminars, department meetings, etc.
  • Supports faculty involved in off-campus programs, college committees and outside organizations.

   

  College Writing Program Responsibilities:

  The Administrative Assistant provides support to the Director of the College Writing Program with regards to the offering of writing requirement courses, external grants and faculty workshops and development. This position reports to the Director of the College Writing Program.

   Writing Portfolio Support:

  ·         Provide assistance in administering sophomore writing portfolios (approximately 500-525).

  ·         Receive, maintain and file student writing portfolios.

  ·         Check portfolios for accuracy and follow up regarding missing documentation.

  ·         Maintain portfolio spreadsheet daily.

  ·         Deliver to and return portfolios from 3-day workshop.

  ·         Return scoring sheet with part of original portfolio to student.

  Workshop Support:

  ·         Make reservations for 3-day /35 guest workshop portfolio reading in June; WAC 3-day workshop in December. 

  ·         Arrange for guest lodging, daily meals and transportation. 

  ·         Prepare workshop supplies including: nametags, scoring sheets and other material as needed.

  Grant/Administrative Support:

  ·         Monitor Writing Program and grant budgets.

  ·         Reconcile department Visa account.

  ·         Maintain a working relationship with the Learning & Teaching Center for publication, equipment, lecterns and other amenities for co-sponsored events.

  ·         Coordinate guest visits sponsored by the Writing Program including related activities (housing, transportation, meals, special group gatherings, facility setups).

  ·         Work closely with Registrar’s office to update list of courses offered for writing requirement.

  ·         Arrange accommodations for Director for travel as directed. Update web pages, post events on calendar, distribute posters.

  ·         Hire, supervise and evaluate student office assistants.

  Additional Responsibilities:

  ·         Coordinate physical inventory, purchase of equipment and all repairs and maintenance.

  ·         Coordinate the annual Overnight Portfolio Helpathon with the Write Place.

   Minimum Qualifications:

  Required:

  • 3-5 years of similar office experience.
  • Excellent organizational, time management and computer skills.
  • Effectiveness in delegating and following through on projects assigned to student workers.
  • Ability to multitask is essential. 
  • Attention to detail, ability to follow through to obtain necessary documents to process portfolios in a timely manner. 
  • Strong interpersonal skills in dealing with visitors, students, other college personnel. 
  • Knowledge of budget procedures.
  • Excellent computer skills including comfort with web design software.

  Preferred:

  • Previous college experience and office experience a plus.
  • Some college education preferred.

   If interested, please send a letter of interest (including where you learned about this position), résumé, and contact information for three references complete with address, email, and phone numbers to Carleton College, Human Resources, One North College Street, Northfield, MN 55057. Electronic applications are received at eluhman@carleton.edu. Visit our web site at http://go.carleton.edu/jobs. Carleton College is an equal opportunity employer committed to excellence through diversity.

   

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