Position Overview:

The Administrative Assistant in Computer Science manages the office and provides administrative support to the department chair and faculty members in order to support students taking classes in the department and to enhance faculty teaching and research. This employee facilitates the internal and external communications for the department.

Hours: Computer Science – 40 hours per week during the academic year (40 weeks), 6-8 hours per week (12 weeks) during summer. 

Schedule: Academic Year: The week before classes begin September through commencement. Summer: 12 weeks. 

Essential Job Functions/Responsibilities: 

• Oversees the day-to-day operations of the office including calendar of events; activities; meetings of the Chair and faculty; opening, distributing, and prioritizing mail; and answering, screening, and directing calls and inquiries. 
• Meets regularly with the Chair to discuss current department business; attends meetings, drafts agendas, takes and distributes minutes, and tracks action items and deadlines. 
• Assists faculty in preparing materials such as recommendation letters, requests for information, grant proposals, manuscripts, visual aids, and notices to students. 
• Assists students with questions and problems. 
• Orders and maintains o?ce equipment, supplies, and furniture; maintains department displays, bulletin boards, lobby areas, and workroom.
• Monitors departmental and program budgets, including VISA card statements and receipts.
• Assists faculty in preparation of course materials, including duplicating and Web posting of course syllabus, handouts, and tests.
• Prepares items for e-reserve or delivery of copies of materials to the library and obtains copyright clearances, as necessary.
• Coordinates students’ retaking or making up exams.
• Prepares, edits, and submits annual course schedule and catalog copy.
• Maintains department websites, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, o?-campus programs, guides for new students, etc.
• Coordinates production of the department newsletters, including writing, editing, proo?ng, distribution, and web posting.
• Coordinates campus visits for speakers including itineraries, travel, housing, etc.
• Posts publicity on the Carleton Events Calendar and on digital signage, and submits information to College Communications on lectures and visitors’ talks.
• Assigns advisers and monitors majors’ progress toward completion of major requirements.
• Assists in recruitment activities, including placing ads, managing applications, and arranging candidate visits including itineraries, lodging, and publicity.
• Assists in orienting new faculty and staff members to the departments and the College. Arranges for o?ce keys and supplies; coordinates required ITS and Telecommunications needs.
• Advises majors on the procedures for the integrative exercise. Coordinates the comps process, including receiving papers, scheduling exams/comps talks, monitoring gala attendance, and notifying the Registrar and students of comps grades.
• Assists with weekly colloquium series, including advertising, procuring tea and cookies, creating and processing attendance sheets, and room reservations.
• Develops and maintains logistics-related documents, such as onboarding materials to orient new faculty to our spaces, materials for students or faculty to refer to for specific tasks (e.g., how to submit receipts, documentation of allowed costs for dining when traveling), etc.
• Plans and organizes events such as departmental and program picnics, receptions, and social outings, including publicity, invitations, catering, etc.
• Assists in department review processes including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, and tracking expenses and reimbursements.
• Assists in organizing o?-campus programs including posting brochures and information on the web, tracking applications, notifying accepted students, publicizing meetings, etc. Communicates with O? Campus Studies as needed.
• Assists faculty involved in serving on college committees or involved in outside organizations.
• Other duties as assigned.

Education/Experience/Skills: 

Required: 

• Post-high school education with at least three to five years of related experience.
• Skilled in word processing, desktop publishing, spreadsheets, Web editing, and internet searches.
• Excellent verbal and written communication.
• Ability to prioritize work and multi-task with frequent interruptions and some unpredictability of work situations.
• Strong attention to detail.
• Flexibility and comfort with new technology
• Works well with minimal supervision.
• Broad mastery of policies and procedures. 

Preferred: 

• Associate or Bachelor’s degree

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels. 

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About Carleton College

Carleton is a private liberal arts predominantly residential campus with nearly 2000 students and 800 faculty & staff. Founded in 1866, Carleton College is an independent and highly selective liberal arts college with a diverse and exceptionally able student body, a talented faculty whose first priority is teaching, and a continued commitment to the liberal arts. A four-year college, Carleton offers the Bachelor of Arts degree. Its students can choose from 37 majors and 15 concentrations in the arts, humanities, natural sciences, and social sciences.Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located in Northfield, Minnesota, 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.

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