Administrative Assistant in Residential Life

Job Title:  Administrative Assistant in Residential Life
Department: Residential Life
Classification: Non Exempt
Grade: 8
FTE/Working Schedule: 1.0

Position Overview:

The Administrative Assistant provides administrative support for Residential Life, specifically the Director, Associate Director, Assistant Director, and Area Director staff.  This position is a member of the central office staff and serves in a crucial customer service role.

This is a full time (1.0 FTE) year-round position, which may include some evenings and weekends.

Essential Job Functions/Responsibilities: 

• Provide coverage for the main Residential Life office with a focus on customer service and creating a welcoming environment.  This includes in-person, phone calls, and email correspondence and referring to the appropriate resource.
• Provide administrative support for Residential Life and its professional staff including scheduling appointments / meetings, maintaining paper and electronic office files, creating systems, and supporting projects.
• Coordinate file sharing systems for all electronic documents, spreadsheets, and calendars.
• Provide administrative support in various hiring processes, including space and vehicle reservations, coordinating AV needs, meals, creating and maintaining accurate records, and collating results.
• Maintain financial processes to support program operations, such as spending ledgers, departmental purchasing card reconciliation, reimbursements, and payment for vendors and payees.
• Manage residential key inventory including assignments, auditing, recores, and record keeping.
• Purchase supplies and other programmatic items in accordance with College purchasing policies. 
• Serve as a resource for students, parents, faculty, staff, and the public as appropriate. 
• Prepare, organize, revise, and draft correspondence, written reports, and letters utilizing Google Suite (drive, documents, slides, sheets, etc.)
• Update and maintain departmental website as needed including creating Gravity and Google forms, updating landing page information, verifying and updating links, images, and documents, etc. 
• Interact with and provide direction for student office staff, including scheduling needs, with a focus on customer service to create a welcoming environment.
• Assist with the student storage program including scheduling appointments, auditing various storage facilities, and managing storage sticker distribution. 
• Maintain open communication with departments within the Division of Student Life regarding departmental information and directives. 
• Produce programming and other informational reports.
• Assist with the coordination of Winter, Spring, and Summer break housing.  Draft applications, distribute forms, and create and maintain accurate records.
• Serve on college and divisional working groups and committees as appropriate.
• This job description is not intended to be all inclusive. This position may perform other related duties to meet the ongoing needs of the organization such as working groups or committee assignment

Education/Experience/Skills: 

Required: 

• Minimum: high school degree with 3 to 4 years related experience. 
• Excellent oral communications, writing skills, organizational skills, and a high degree of word processing and computer knowledge required (Microsoft Suite including Excel, Google Suite, etc). 
• Ability to work in a dynamic and multicultural community. 
• Excellent organizational skills for management of multiple priorities, details and responsibilities, and confidential and sensitive material.
• Excellent public relations and diplomacy skills. 

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. 

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.

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.