Administrative Assistant IV, The Shapiro Center for Creative Writing and Criticism

Wesleyan University • Middletown, CT • 19h ago

Reporting to the Director of The Shapiro Center for Creative Writing and Criticism, the Administrative Assistant IV is responsible for providing administrative support to the director and the Center's faculty.

Responsibilities include:

Represent the Center appropriately to a variety of constituents in writing, on the phone and in person. Establish effective relationships with staff, faculty, students, and other Wesleyan departments, and with guest speakers and members of the general public.

Receive visitors, answer phone, respond to inquiries of students and visitors via phone, email and in person

Prepare and edit memos and letters, email correspondence, and brief press releases.

Assist with the preparation of reports, write correspondence and memorandums; create flyers, brochures, newsletters, etc.

Create and maintain confidential files for faculty and staff.

Provide support for writing faculty searches, tenure, and promotion cases, colloquia, and special projects as needed.

Provide support for the Center's minor(s).

Coordinate meetings and logistical details; organize speakers' visits and talks: arrange for facilities and AV (podcasts), coordinate catering of dinners, receptions; order book-signings; make speakers' travel arrangements.

Schedule campus events for the Director, faculty members, and fellows.

Manage/reconcile accounts; process payroll, A/P vouchers, travel reimbursements and other financial transactions. Track event expenses and income from multiple sources.

Coordinate annual prizes.

Assist in compiling course offerings using the Curriculum Development System for the Writing Certificate Program; liaison with departmental staff to manage crosslistings, edit material for course catalog and university publications.

Oversee class scheduling and booking requests for The Shapiro Center classrooms and outdoor patio space.

Serve as building steward, order and assign keys, and submit work orders.

Distribute mail, order supplies, and collect office hours and syllabi from faculty.

Maintain and update website.

Oversee student employment hiring and training

Perform additional duties as assigned.

This position is a 1.0FTE in the Secretarial/Clerical Bargaining Unit that works 1820 annual hours.

This is an on-campus position.

MINIMUM QUALIFICATIONS:

Associate's degree and four years related experience or an equivalent combination of education, training, and experience.

Effective writing skills, including proper grammar and sentence structure.

Advanced Word and Excel skills (creating form letters and mail merges; creating spreadsheets and building formulas).

Experience with maintaining webpages.

Proven experience in conducting simple Internet research.

Demonstrated experience with maintaining budgets and departmental accounts.

PREFERRED QUALIFICATIONS:

Demonstrated experience writing letters or reports.

Demonstrated experience with database management.

Experience with Workday.

Additional Applicant Instructions:

Position is opened until filled. First review of applications will begin on August 8, 2025.

Applicants must submit a cover letter and resume.

Salary Range: $28.08/hr. - $33.37/hr.

Work Location: On Campus

All offers to external applicants are contingent on the candidate's completion of a pre-employment background check screening (https://www.wesleyan.edu/hr/pdfs/Wesleyan%20University%20Background%20Check%20Policy_.pdf) to the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University's Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html .

Experience is taken into consideration in the determination of salary offers. For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html

Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.

Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html .

We welcome your interest in Wesleyan's diverse, energetic community of employees who, by their creativity, innovative thinking, and generosity of spirit, help make Wesleyan a great place to work.

In this open-minded and inclusive environment, our faculty and staff foster a liberal arts experience characterized by boldness, rigor, and practical idealism.

Working at Wesleyan (https://www.wesleyan.edu/hr/careers/index.html)

Benefits

FAQs (https://www.wesleyan.edu/hr/careers/faq.html)

Internal applicants

If you are currently employed at WES, you must apply for positions through Job Hubs in your Workday (http://workday.wesleyan.edu/) portal. There you will find an abbreviated application form making this process much easier for you!

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