Administrative Assistant for the Perlman Center for Learning and Teaching and for the Humanities Center

Position Overview

This position provides comprehensive administrative and logistical support for the Perlman Center for Learning and Teaching (LTC) and the Humanities Center (HC) along with three programs affiliated with the HC (DGAH, EthIC & MMUF). The role requires managing a high volume of events, maintaining the LTC library and digital presence, and overseeing fiscal and student-worker tasks.

Compensation

The expected hourly rate for this position is $25.00.

Essential Job Functions/Responsibilities

• Administrative Assistance

  Support the Director of the Humanities Center (HC) in the day-to-day running of the center.
  Support the Directors of three other programs affiliated with the HC:
  - The Digital Arts & Humanities (DGAH) program (which offers a minor)
  - The Mellon Mays Undergraduate Fellowship (MMUF)
  - The Program in Ethical Inquiry at Carleton (EthIC)
  Provide organizational assistance to the director(s) of the annual Faculty Research Seminar (FRS), faculty conducting Student Research Partnerships (SRPs) during winter and summer breaks.
  Cook up meeting times for the HC executive committee, the HC advisory board, the DGAH advisory board, and attend campus-wide organizational meetings to represent the HC.
  Interact with drop-in visitors, answer phones/emails, and provide general administrative assistance to the directors as needed.
  Aid in orienting new directors. Arrange for office keys and supplies; coordinate required ITS and Telecommunications needs.

• Event Coordination and Support

  Coordinate logistical details for approximately 5 sponsored or co-sponsored HC events per term, including room reservations and, sometimes, catering orders.
  Manage travel arrangements, lodging, and speaking logistics for guest speakers, including the processing of travel expense forms.
  Aid the director(s) of the Faculty Research Seminar in the planning of the annual Dialogos event.
  Set up webpages, event registration, track attendance, and provide on-site support for major HC events such as the annual Day of Digital Humanities.
  Set up webpages with registration, purchase texts for book-group discussions and manage their distribution to participants.
  Aid EthiC and the Chaplain’s Office in organizing the “Reflections: What Matters to Me and Why” series.
  Facilitate logistics for summer ILiADS (Institute for Liberal Arts Digital Scholarship) teams.

• Communications and Publicity

  Maintain and update the HC, DH (Digital Humanities), DGAH, EthIC, and MMUF websites, ensuring content is accurate.
  Design and distribute promotional materials such as event-specific flyers.
  Gather information from departments and programs in the humanities, broadly construed, to create and distribute the HC calendar each term.
  Maintain an updated online event calendar.
  Prepare the MMUF newsletter after gathering updates from students, faculty, administrators, and alums.

• Fiscal Operations

  Oversee and reconcile multiple budgets for the Humanities Center, the EthIC program, and the DGAH program.
  Process stipends for faculty participants in the annual FRS, reading groups, and other activities.
  Monitor reimbursements for activities such as Incubation Grants and Reading Circles.

• Student Supervision

  Help the HC directors coordinate student cohorts, such as Humanities Fellows, Mellon Mays Fellows, Digital Humanities Associates (DHAs), Digital Scholarship Interns (DSIs), HASTAC (Humanities, Arts, Science, and Technology Alliance and Collaboratory) Fellows, and groups.
  Serve as the primary work supervisor for LTC student fellows, including hiring and daily task management.

• Academic Support

  Help coordinate schedules for DGAH and IDSC course offerings that involve frequent visitors and special events, such as DGAH 110 (Hacking the Humanities), IDSC 111 (Perspectives on the Humanities), IDSC 202 (Mellon Mays Seminar), and others.
  Aid faculty in preparation of course materials, including duplicating and Moodle posting of course syllabi, handouts, assignments, and exams.
  Prepare, edit, and submit annual course schedule and catalog copy.
  Aid in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
  Plan and organize program events such as the minor symposium and SDA gatherings with prospective minors.
  Create and supply materials to the SDAs for the academic fair, the majors and minors fair, and the Carl Days Academic and Resources Fair.

Administrative Assistant for the Perlman Center for Learning and Teaching (0.50 FTE)

• Event Coordination and Support

  Weekly Programming: Coordinate logistical details for 10 to 12 LTC lunch events per term, including room reservations via the 25Live platform, catering orders, and media/videotaping needs.
  Workshops and Orientations: Assist in organizing New Faculty Orientation, winter break workshops, and periodic symposia.
  Guest Speakers: Manage travel arrangements, lodging, and speaking logistics for visiting guests, including the processing of travel expense forms.
  Logistics: Set up event registration, track attendance, and provide on-site support for LTC and campus partner events.

• Communications and Publicity

  Web Management: Maintain and regularly update the LTC website, ensuring all content is accurate.
  Publicity Materials: Design and distribute promotional materials, including a high-quality term poster, event-specific flyers, and broadcast emails.
  Calendars: Create and distribute the LTC paper calendar and maintain the online event calendar.
  Registration: Create and monitor sign-up forms for programs such as workshops and book groups.

• Library and Resource Management

  Collection Maintenance: Catalog new books, journals, and articles into the LTC database and assist faculty in locating resources.
  Inventory: Manage library inventory using the WebCheckout platform.
  Book Groups: Purchase books and materials for book discussion groups and manage their distribution to participants.
  Environment: Ensure the LTC library space remains welcoming by keeping coffee and snacks available for visitors.

• Administrative and Fiscal Operations

  Budgetary Oversight: Monitor and reconcile LTC budgets.
  Payments: Process stipends for workshops and Teaching Circles.
  Committee Support: Coordinate meeting times for the LTC Advisory Committee and record minutes.
  General Admin: Interact with drop-in visitors, answer phones, and provide general administrative assistance to the Director as needed.