Administrative Specialist

Job Title: Senior Administrative Assistant to the Associate Provost

Department: Provost Office

Classification: Non-Exempt

Grade: 10

FTE/Working Schedule: 1.0

Position Overview

The Senior Administrative Assistant to the Associate Provost is a full-time position which exists to provide administrative support for the Office of the Provost, primarily for the Associate Provost who oversees academic policy and curriculum.

Compensation

The expected starting hourly range for this position is between $28.75 and $29.70. 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

• Office Support : Provide daily support for the Associate Provost and the Provost. Receive and convey information while maintaining a working rapport with both College and outside contacts. Schedule meetings and appointments and maintain efficient and accurate files. Draft routine correspondence. Provide telephone coverage and receive visitors. Maintain web pages. Maintain confidentiality.
• Academic Integrity and Student Concerns : Work closely with the Associate Provost and Associate Dean of Students to handle cases of academic integrity. Organize meetings between student, Associate Provost, and Associate Dean of Students for integrity concerns. Track results and maintain materials in the electronic filing system. Support Associate Provost with academic integrity student appeals.
• Academic Standing Committee (ASC): Schedule and attend meetings of the ASC. Record decisions made in each meeting and communicate decisions to appropriate parties. Coordinate catering as requested.
• Education and Curriculum Committee (ECC) Support: Take, prepare, and distribute meeting minutes for the weekly Education and Curriculum Committee (ECC). Post agendas and approved minutes on the ECC website.
• Student Fellowships: Provide administrative support to the Director of Student Fellowships. Process Carleton-funded fellowships from start to finish. Schedule meetings of selection committees and organize meeting logistics. Update fellowship webpages. Track student fellowship data.
• Self – Scheduled Exams : Organize the self-scheduled exams process each term. Communicate process steps to faculty and ensure faculty have submitted the correct materials for exams. Hire and schedule proctors, review their time sheets, and collaborate with HR on proctor compensation.
• Commencement : Work closely with Auxiliary Services, the President’s Office, and the Registrar’s Office on the logistics of the annual commencement ceremony. Maintain communication with seniors about event requests and expectations. Coordinate staffing for the event. Organize faculty and student maps, lineup, and seating. Monitor and assist students as names are read to ensure correct diploma conferring order.
• Event Support : Organize and/or provide logistical support for several events throughout the academic year.
• Language Proficiency : Collect and process self-assessments of proficiency in a language other than English from students. Coordinate with the Language Center to locate testers using on-campus resources, testing centers at companies or other universities, or via internet. Notify Registrar’s Office, student, and adviser of results.
• Language Exception and Language Proficiency: Collect, record, and distribute student petitions for the Language Requirement Exemption Committee. Coordinate petition procedures with student, OAR, and language professors. Convene the Language Requirement Exemption Committee to review petitions twice a term. Convey to students and faculty accurate information on policies, procedures, and committee decisions.
• Faculty Track and Non-Tenure Faculty : Communicate with academic departments and programs to schedule interviews of visiting non-tenure track and postdoc faculty candidates. Schedule, prepare, and summarize exit interviews with visiting faculty.
• Syllabi: Collect and maintain syllabi for academic courses.
• Calendars: Coordinate and maintain the Academic and Office of the Provost calendars with assistance from the Registrar’s Office. Post the current academic calendar on various websites and maintain links.
• Distinguished Academic Honors Work with Associate Provost to determine annual recipients of distinguished academic prizes. Draft correspondence to students, coordinate payment, and enter recipients electronically for recognition at Honors Convocation.
• Additional Job Responsibilities Provide back-up coverage for Office of the Provost administrative staff.

Education/Experience/Skills

• An associate's degree plus 3-5 years of directly related prior experience is required.
• Successful experience as an administrative assistant with a broad scope of responsibilities is required.
• Must have a demonstrated ability to set priorities, work on a number of projects simultaneously, communicate courteously, and maintain confidentiality.
• Two to three years of college or equivalent specialized training and experience combination is necessary.
• Excellent computer, grammar, organizational, and multi-tasking skills are essential.

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.

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.

Benefits

• 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 25 annual leave days, 8 paid holidays, 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.

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.