Administrative Assistant in Educational Studies and Phi Beta Kappa

Position Overview

This position begins work each academic year one week prior to when classes begin (early September) through commencement (mid-June). Summer hours schedule is flexible. Hours to be worked weekly: 26 hours during the academic year (40 weeks); 2 hours per week during summer (12 weeks). Ability to work some non-business hours for special department events. This is a regular 12-month (0.51 FTE) benefit eligible position.

Essential Job Functions

• Meet regularly with the Chair to discuss current department business; attend meetings, draft agendas, take and distribute minutes, track action items and deadlines.
• Aid faculty in preparation of course materials.
• Aid faculty in preparing materials such as recommendation letters, requests for information, grant proposals, manuscripts, visual aids and notices to students.
• Order and maintain office equipment, supplies, and furniture; maintain department displays, bulletin boards, lobby areas and workroom.
• Maintain departmental budgets, including VISA card statements and receipts.
• Prepare, edit, and submit annual course schedule and catalog copy.
• Oversee the day-to-day operations of the office: maintain calendar of events and Ed Studies Google calendar; meetings of the Chair and faculty; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries.
• Update departmental Website on regular basis
• Create content (in collaboration with SDAs and Chair) for Department Instagram
• Cover 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.
• Maintain minors' progress toward completion of minor requirements.
• Aid in recruitment activities for visiting and tenure track faculty, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
• Aid 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.
• Plan and organize events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc.
• Aid in the department review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements.
• Aid in developing and maintaining relationships with local schools for classroom placement for students as part of their coursework.
• Aid the department in developing career pathways that are communicated with appropriate college offices (e.g. Admissions, the Career Center).
• Aid faculty involved in serving on College committees or involved in outside organizations.
• Hire, train, and supervise student workers.
• Support Student Departmental Advisors in planning events.

Required Qualifications

• 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.
• Ability to work some evening hours for special department events.

Preferred Qualifications

• Familiarity with or experience working in/with local K-12 schools.
• Familiarity with teacher education programs.
• Experience working to develop relationships with community organizations, including schools.
• Associate or Bachelor’s Degree.