Administrative Assistant in Sociology and Anthropology & Gender, Women's, and Sexuality Studies & Latin American Studies

Classification: Non-Exempt | Grade: 8 | FTE: 0.80

Position Overview

The Administrative Assistant in Sociology and Anthropology, Gender, Women's and Sexuality Studies, and Latin American Studies manages the office and provides administrative support to the department chair and program director, faculty members, and department staff to enhance faculty teaching and research. This employee facilitates internal and external communications of the department.

Schedule

• Academic Year (week before classes start in the fall through commencement): 40 hours per week
  • 25 hours/week: Sociology and Anthropology
  • 10 hours/week: Gender, Women’s and Sexuality Studies
  • 5 hours/week: Latin American Studies
• Summer Break (12 weeks): 7 hours per week

Pay

The expected hourly rate for this position is $25.00.

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.
• Plan and organize events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc.
• Hire, train, and supervise student workers to assist faculty with teaching, research, and department tasks.
• Coordinate campus visits for speakers including itineraries, travel, housing, 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 and reconcile departmental/program budgets, including Carleton charge card statements and receipts.
• Assist faculty in preparation of course materials, including copying and scanning of course syllabi, handouts, and tests.
• Assist in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging, and publicity.
• Prepare, edit, and submit annual course schedule and catalog copy.
• Maintain departmental/program website, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guide for new students, etc.
• Post publicity on the Carleton Events Calendar; submit information to College Communications on lectures and visitors' talks.
• 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.
• Coordinate the comps process, including receiving papers, scheduling exams/comps talks, and coordinating with print services for the preparation of posters.
• 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 faculty involved in serving on College committees.

Requirements

• Post-high school education with five or more years of related full-time professional experience.
• Skilled in Google Office Suite, including Docs, Sheets, and Microsoft applications such as Excel and PowerPoint.
• Demonstrated ability to learn on the job, and willingness to learn Workday, Canva, WordPress, etc.
• Excellent verbal and written communication.
• Excellent organizational, time management, and interpersonal skills.
• Ability to work with a large and diverse group of faculty, prioritize work, and multi-task with many interruptions and some unpredictability of work situations.
• Work well with minimal supervision.
• 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.

Benefits

• A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution.
• Medical, dental, vision, life, and disability insurance.
• Paid time-off, including 25 annual leave days, 8 paid holidays, and extra days at the end of the calendar year to make a continuous week off before New Year’s.
• Employee Assistance Program (EAP) for all employees.
• A dependent tuition program after six years of service.