Administrative Assistant

Psychological Science, Sociology/Anthropology, and History

Openings: 1

Description

Gustavus Adolphus College is one of the nation’s leading private liberal arts colleges serving over 2,200 students. The College aspires to be a community of persons from diverse backgrounds who respect and affirm the dignity of all people. Known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus is located on a scenic 340-acre hill in St. Peter, Minnesota only one hour southwest of the Twin Cities. 

JOB SUMMARY: ?The Administrative Assistant assists in the administrative management of thePsychological Science Department (20 hours/week), the Sociology/Anthropology Department (10 hours/week) and the History Department (10 hours/week) and facilitates department objectives to provide a professional and welcoming educational environment for students.

DUTIES AND RESPONSIBILITIES:

  • Schedule and organize complex activities such as meetings, travel, guest speakers, symposia, conferences and department activities for faculty and students. Provide assistance in scheduling, coordinating reservations of campus facilities, resources, and logistics. Prepare correspondence, fliers, and coordinate publicity.
  • Support and maintain department finances. Activities include: Pay departmental invoices; Manage departmental responsibilities for payment and reconciliation of departmental and individual faculty Wells Fargo credit purchases; Reconcile interdepartmental charges by ancillary services; Track and reconcile laboratory equipment purchases; Track and reconcile the payments of and reimbursement for travel expenses. Track departmental expenses.
  • Manage the logistical tasks in support of faculty and student research. When needed, provide oversight of the Institutional Review Board documentation and the process by which student researchers recruit participants. Assist in scheduling experiments. Track and gather for long-term record keeping student participant consent documentation. Maintain archival information.  
  • Provide administrative support to the departments in gathering data and materials requested for institutional assessment, departmental review, and other administrative reports.
  • Assist department chairs in the administrative management of academic searches e.g., ad placement, file preparation, scheduling of campus visits, accommodations, correspondence as needed. Initiate, manage departmental and campus ancillary arrangements in preparation for new faculty arrival. 
  • Write, forward, and distribute departmental electronic communications. Develop content, edit, assign and supervise the production of the departmental newsletters and other promotional materials. Oversee the submission of current materials and information to departmental web pages and other electronic media. 
  • Oversee, coordinate function, repair and updating of office and classroom equipment e.g., copier, printer, laptops, building requests, temperature/lighting controls and computerized classroom technologies. Coordinate lab and classroom reservations and special needs exam testing. 
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Manage workflow by recruiting, hiring, training, scheduling and supervising student clerical support provided to faculty (e.g., 20+ student employees). Provide oversight of hours worked against student financial awards. Arrange special approval student assistance support for specific faculty projects. 
  • Supervise the preparation of course print materials and exams. Maintain confidentiality of student coursework. 
  • Assist students in declaring a major and in the assignment of an advisor. Introduce new majors to the department by providing relevant, timely informational materials, links and opportunities for involvement. Maintain departmental records on current majors and advisees. 
  • Participate in and oversee departmental gatherings and special events. 
  • Develop strategies, working in conjunction with the department chairs, to provide timely, effective administrative support while striving to enhance the overall departmental student experience. 
  • Support of the ReServe reservation system on campus.
  • All other duties and special projects as assigned. 

Prerequisites

MINIMUM EDUCATION/EXPERIENCE/QUALIFICATIONS:

  • High school degree or equivalent. 
  • Two years of office experience.
  • Proficient in MS Office suite, Email, Internet and willingness to learn new, relevant software.
  • Ability to manage multiple staff, work on multiple projects simultaneously, and achieve deadlines under pressure.
  • Requires excellent communication skills, both verbal and written, organizational skills, both analytical and problem solving, and the ability to work with confidential documents.
  • Exceptional customer service skills with our students and internal departments. 
  • Appreciation of working in an academic environment. 

PREFERRED EDUCATION/EXPERIENCE/QUALIFICATIONS:

  • Additional education and/or experience. 
  • Proficient in Publisher, Concert, Qualtrics. 
  • Proficient using Google Apps (e.g., Sheets, Docs, Forms and Drive).

Application Procedures: To apply for this position, please continue the process on our website, www.gustavus.edu/humanresources/employment to complete the online application. A complete application will include the following attachments. Incomplete applications will not be reviewed by the search committee. 

  • Online Application
  • Cover Letter
  • Resume
  • Contact information for three (3) references 

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, gender identity, or veteran status in its education or employment programs or activities. 

Click on the following link to learn more about Gustavus's campus-wide commitment to diversity, equity, and inclusion.

Contact

Marie Walker | mwalker@gustavus.edu | 507-933-7412

Posted: Wed Oct 20, 2021

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