Administrative Assistant in the Office of the President

Carleton College • Northfield, MN • 6h ago

Job Duties Position Overview:

The Administrative Assistant in the Office of the President is a full-time position represents the public face of the Office of the President, and is responsible for conducting a broad array of professional office duties in support of the college's leadership and mission of the Office of the President. The person in this position plays a key role in helping the President of the College manage daily work.

Compensation:

The expected starting hourly range for this position is between $28.15 and $29.10. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Essential Job Functions/Responsibilities:

Communications:

Manage the flow of work in and out of the president's office including mail, email and phone calls, determining appropriate mechanisms for response and ensuring that the President is made aware of pressing items. Provide the first line of response for incoming calls and coordinating tasks that emerge. Responsible for providing warm, hospitable, and professional atmosphere for the public and Carleton constituents coming to the President's Office.

Provide executive level support for special ad hoc initiatives as requested (e.g., executive level searches, new committee support, events support, special guest planning and arrangements). Work with internal and external teams to schedule meetings, secure venues, arrange audio/visual equipment, and order catering.

Scheduling:

Manage and prioritize the President's calendar and schedule on-campus and off-campus appointments and meetings on the President's behalf. Track and anticipate events, work time, time off, workload accommodations, and travel time, and coordination with the President and office staff to ensure that all scheduling needs are met.

Coordinate all travel logistics for the President. Prepare detailed travel itineraries, and collaborate with the Development team and other campus partners to ensure appropriate background materials are compiled and communicated in a timely manner.

Record Management and Documentation:

Track and manage office operating budgets and assist with annual budget reviews. Periodically update the President and office colleagues about the status of budget lines under the President's purview. Reconcile Visa statements and correlating personal and out-of-pocket expenses.

Daily preparation of materials for the President's meetings and tasks.

Coordinate document management for the office--in On-Base, Dropbox/Google Drive (Electronic Files) as well as paper office files. Manage the filing system (assess and ensure efficiency of process, filing, retrieval, data sharing, document protection, confidentiality, etc.). Maintain list contacts.

Serve as Secretary to College Council, taking and posting minutes and coordinating communications with Council members.

Order office supplies, equipment and other purchases for the office. Assess and track technology needs for the office.

Describe Supervision Received and Exercised:

This position may supervise and give work direction to student workers assigned to the office.

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. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.

Minimum Education Required Required:

A two-year college degree or specialized course of study.

Preferred:

Four-year college degree.

Minimum Experience Required Required:

3-5 years of directly related experience, including Clerical or Administrative Assistant training.

Excellent individual and group interpersonal communication skills. Ability to communicate diplomatically, clearly and effectively both in writing and verbally.

Proficiency with Microsoft suite, presentation design, mail merge functions, and basic webpage management. Comfort with learning new programs and processes.

Strong organizational skills and detail-oriented.

Excellent time management skills with the ability to prioritize and juggle multiple responsibilities.

Ability to remain calm under pressure.

Gracious, hospitable, and professional.

Self-motivated and able to work independently and confidently.

Ability to adapt to changing work environments.

Preferred:

Experience working in a higher education environment.

Shift First (Day)

Number of Openings 1

Public Transportation Accessible Yes

Veterans Encouraged to Apply Yes

Compensation $28.15 - $29.10 / Hourly

Postal Code 55057

Place of Work

On-site

Requisition ID

R-01366

Job Type

Full Time

Job Benefits

Carleton also offers a robust suite of benefits including: 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 15 vacation days, 8 paid holidays, 3, floating holidays, 2 weather days, 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.

Application Link

https://carleton.wd1.myworkdayjobs.com/en-US/CarletonCareers/details/Administrative-Assistant-in-the-Office-of-the-President_R-01366?jobFamilyGroup=e4c1fd5caef9100db08cb28d848b0000

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