Administrative Assistant in Chemistry - Temporary

Position Overview:

The Administrative Assistant in Chemistry manages the office and provides administrative support to the department chair or program director, faculty members and department staff in order to enhance faculty teaching and research. This employee facilitates the internal and external communications of the department (s).

This position will work an estimated 15 hours per week through May 2024 (0.05 FTE).

Essential Job Functions/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.

• Manage student workers in the department in consultation with faculty, including recruiting, hiring, making work assignments, ensuring proper safety training, and signing off on time sheets.

• Assist faculty in preparing materials such as recommendation letters, requests for information, grant proposals, manuscripts, visual aids and notices to students.  Use technology to assist in creating materials for talks, presentations, 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 departmental/program budgets, including VISA card statements and receipts

• Assist faculty in preparation of course materials, including duplicating and Web posting of course syllabi, handouts, and tests.

• Prepare items for e-reserve or delivery of copies of materials to the library and obtain copyright clearances, as necessary.

• Prepare, edit, and submit annual course schedule and catalog copy. 

• Maintain departmental/program Web site, ensuring information is available  regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guide for new students, etc.

• Coordinate production of the department/program newsletter, including writing, editing, proofing, distribution, and Web posting.

• Coordinate 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.

• Assign advisers and monitor majors’ progress toward completion of major requirements.

• Assist in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity. 

• 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.

• Advise majors on the procedures for the integrative exercise. Coordinate the comps process, including receiving papers, scheduling exams/comps talks, monitoring seminar attendance, assisting students with preparation of visual aids, and notifying the Registrar and students of comps grades.

• Plan and organize events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc.

• 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 in organizing off-campus programs including posting brochures and information on the Web, tracking applications, notifying accepted students, publicizing meetings, etc. Communicate with Off Campus Studies as needed.

• Assist faculty involved in serving on College committees or involved in outside organizations.

Supervision Received and Exercised:

• Hire, train, and supervise student workers.

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

Required:

• 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.

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels. 

Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization. 

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

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. 

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota.  Nationally recognized as the nation’s top college for undergraduate teaching, Carleton is known for its academic rigor, intellectual curiosity, and sense of humor. Carleton offers 33 majors and 38 minors  in the arts, humanities, natural sciences, mathematics, and social sciences.