NSS Administrative Assistant, EMERGE Community Coordinator

Job Description

Job Description

Carthage College is seeking a part-time (20 hrs per week) Administrative Assistant to support the Dean of Natural and Social Sciences, the Department of Engineering, and the EMERGE program, a Carthage-housed network of colleges and universities dedicated to developing new engineering programs. This dual-focused role requires an individual who can balance academic administrative operations with programmatic coordination, event logistics, and stakeholder communication. The successful applicant will work professionally and collaboratively with faculty, campus administrators, staff, and students, exercising independent judgment daily to manage multiple demands, prioritize tasks, and engage effectively with both internal and external constituencies. Essential duties include:

Administrative Operations

• Event & Visit Management: Lead the logistical planning for guest speakers, faculty candidates, outreach partners, and department reviewers, including coordinating travel accommodations, itineraries, and managing communications.
• Calendar & Meeting Coordination: Manage complex scheduling and meeting logistics, including venue reservations and catering coordination, for faculty meetings, advisory groups, conferences, and special events.
• Financial & Supply Administration: Oversee office business functions including managing and reconciling an issued p-card, maintaining office inventory, and assisting with special orders.
• Office Communications: Assist with Dean's office correspondence, including drafting formal letters for adjunct faculty appointments and preparing related administrative documentation.
• Student Workforce Supervision: Manage the recruitment, hiring, training, and daily supervision of student workers. Responsible for assigning tasks, directing workflows, and reviewing/approving timesheets.
• Strategic Support: Execute other projects as assigned by the Dean.

EMERGE Coordination & Operations

• Event & Meeting Logistics: Coordinate comprehensive logistics for EMERGE conferences, workshops, and virtual meetings. This includes managing schedules, arranging participant travel and accommodations, and overseeing event communications.
• Network & Relationship Management: Serve as a primary representative for Carthage College and the EMERGE network. Maintain direct, professional correspondence with the Kern Family Foundation, Engineering Unleashed initiatives, and potential new partners.
• Stakeholder Engagement: Act as the central point of contact for the network. Manage up-to-date participant databases and lead outreach efforts to engage and recruit new participants.
• Data & Reporting: Facilitate the collection, analysis, and compilation of program outcomes to generate comprehensive reporting for the Kern Family Foundation.

Minimum Requirements

• Education & Experience: Bachelor's degree combined with 2–4 years of similar administrative or program coordination experience. Grant management experience is highly beneficial.
• Communication Skills: Strong oral and written communication skills, with a proven ability to interact effectively and professionally with employers, students, faculty, guests, and the public.
• Technical Proficiency: Working knowledge of the Microsoft Office Suite, Adobe Acrobat, Google Systems, and Zoom. Experience with Workday systems is a plus.
• Teamwork & Initiative: Ability to work collegially in a team-oriented environment while exercising individual initiative, sound judgment, and the internal motivation to solve problems independently.
• Core Aptitudes: Demonstrated expertise in organization, critical thinking, and proactive problem-solving.
• Adaptability: Proven ability to handle challenging situations with confidence and remain highly effective in a fast-paced environment with frequent interruptions.

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About Carthage

Located on the shore of Lake Michigan in the thriving Chicago-Milwaukee corridor, Carthage College blends the best liberal arts traditions with desirable degree programs, transformative learning opportunities, and personal attention from dedicated faculty and staff. Our beautiful campus, an 80-acre arboretum with stunning lake views, is home to 2,600 undergraduate students and 200 graduate students. Founded in 1847, Carthage is consistently named a Best Midwestern College by The Princeton Review and a Most Innovative School by U.S. News & World Report. All Carthage employees play a vital part in the success of our students, as we work together to create an environment where all can achieve their true potential. Grow with Carthage.

Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender expression, gender identity, sexual orientation, national origin, protected veteran status or status as an individual with a disability.

This position requires a background screening