Administrative Coordinator for the Indigenous Engagement in Place Initiative

Job Title: Administrative Coordinator for the Indigenous Engagement in Place Initiative

Department: American Studies

Division: Provost
Grade: 9
FTE: 0.83

Position Overview :

A 3 year position related to a 3 year project funded by a $1.5 million dollar grant from the Mellon Foundation, the Indigenous Engagement in Place Initiative develops curricular and scholarly collaborations with Indigenous partners to enliven learning, teaching, and public scholarship at Carleton. The Administrative Assistant will support a range of campus curricular and extracurricular programming and helps coordinate collaborations with a range of external Native Nations, Native-led organizations, and individual Native partners.

Essential Job Functions/Responsibilities :

Grant Administration

The Administrative Assistant will serve as lead for Indigenous Engagement in Place logistics and operations. Among these responsibilities, they will:

• Assume the role of primary budget manager for $1.5 million grant.
• Manage grant related payments to a range of external partners and internal grantees.
• Maintain data collection systems to support program assessment and evaluation.
• Work with Grants Office and Business Office for interim and final grant reporting and for processing honoraria for partners.
• Exercise judgment in regards to budget administration when needed.

Supporting Grant Related Programming

The Administrative Assistant will  manage logistics for workshops and receptions, program publicity, invitations, catering, etc. These tasks will require using discretion and good judgment while working independently with limited supervision and are essential to the ethical and effective functioning of the Initiative. Among others, this will include:

• Coordinating logistics, meals, and transportation.
• Arranging visits by guest speakers, visiting faculty and speakers, and members of the Indigenous Advisory Council.
• Supporting logistics for campus visits and long-term stays for visiting faculty.
• Collaboration with partners for the purposes of planning events, making sure publicity reflects partners’ internal branding policies, and crafting public-facing language.
• Purchasing for grant related needs (culturally appropriate gifts, etc.).

Collaboration & Coordination

Using a high level of diplomacy and tact, the Administrative Assistant will support collaborative working relationships with other units at the college and with a range of external Indigenous partners, including tribal governments, tribal colleges and universities, and Native-run organizations. This will require, among others:

• Liaising with related units at the College, including the Grants Office, the Business Office, the Center for Community and Civic Engagement, and the American Studies Program.
• Respectful communication with internal and external partners that is sensitive to issues of cultural expectations and protocol.
• Interfacing and extensive follow through with external partners, including potentially accompanying project leads on site visits, and maintaining a clear channel of communication with the Indigenous Communities Liaison about all external partnership initiatives.
• Representing the project as a point of first or frequent contact for a broad range of possible inquiries about the project, including from project partners and the general public.
• Directing inquiries about Indigenous Engagement that arise through the website or email to the right destination at the college, whether to project co-directors, the Indigenous Communities Liaison, or another relevant office.

Communications

The Administrative Assistant will develop and manage communications materials and channels among program participants, across campus, and with external partners. This will include:

• Maintaining grant related communications through the grant email account.
• Making updates to the Indigenous Engagement webpage in collaboration with the Indigenous Communities Liaison, including the website calendar and stories related to project outcomes.
• Developing and maintaining project social media accounts.
• Interfacing with the Division of Communications and contracted Native artists for the purposes of creating official project images and identifiers.

Support of Curriculum

Beginning Year III, the Administrative Assistant will provide support for a probable new Minor in Native American and Indigenous Studies, presumably in close collaboration with the chair of an established home department or program. In this capacity, the Administrative Assistant will:

• Handle logistics for planning during Years I and II, including convenings with advisors and travel for project leads visiting other programs on other campuses.
• Assist with course scheduling and planning.
• Engage with the Registrar for course tagging and planning.
• Support community building events for students, staff, faculty, and community partners.
• Create promotional materials for courses and informational sessions about the minor.

Supervision Received and Exercised

• Will be supervised by the Indigenous Engagement in Place Initiative Co-Directors.
• May supervise small number of student employees directly.

Additional Job Responsibilities

• May involve light lifting and occasional lifting of average weight objects.
• Work occurs largely in a normal office environment.

Education/Experience/Skills (supported by job duties):

• Associates degree and up to 3 years of related experience, or equivalent of 5 years of related experience.
• Excellent oral and written communication skills.
• Excellent interpersonal and relationship building skills, including sensitivity to intercultural and interpersonal dynamics.
• Project management and event planning experience.
• Experience working with budgets.
• Demonstrated capacity for independent initiative on project management.
• Demonstrated commitment to community and civic engagement.
• Excellent attention to detail.
• Experience working in Indigenous community contexts a plus.

Schedule: This three-year position is a 30 hour/wk position for the first two years and 40 hours/wk in a third year including summer months. The position is an 11-month position and includes full benefits. Within that framework, there is some room for negotiation regarding hours.

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

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply. 

Staff Salary and Benefits: The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with a college contribution, a generous paid time off package, as well as access to many other campus amenities. 

Carleton is a private liberal arts residential campus with nearly 2000 students and 800 faculty & staff. Carleton is located in Northfield, Minnesota, approximately 40 miles south of the Twin Cities. Northfield is a short commute from the metro that offers an interesting alternative to working in corporate America. A place with a small-town charm with big city opportunities. If you are looking for a stimulating environment to work in, take a closer look at this opportunity today.