Administrative Assistant Office of Natural and Social Science

Wisconsin, United States
Salary Not specified
Mar 30, 2021
Employment Level
Employment Type
Full Time

This position provides administrative support to the Division of Natural and Social Sciences, departments and faculty, as well as grant efforts through our Office of Sponsored Programs.  They work professionally and effectively with faculty, students, and campus administrators, as well as with a variety of publics that relate to the activities of the division or sponsored programs.  On a daily basis, the Administrative Assistant exercises independent judgment in responding to multiple demands, prioritizing tasks, and responding to internal and external constituencies.  The effective coordination and supervision of student employees assigned to divisions is an occasional component of this position.


Provide administrative support functions for the Division of NSS and the Office of Sponsored Programs. Provide customer-friendly reception and service to faculty, staff, students, and external parties.

Office of Sponsored Programs Support (50%)

Provide administrative support for the Office of Sponsored Programs, including ordering, tracking expenditures, and arranging travel and meeting logistics; managing grant calendars, internal communications, and electronic filing of grant documents; assisting with external communications and reporting; supervising student worker(s).   Contribute to research compliance efforts by supporting oversight committees of the faculty (IRB, IACUC, etc.), maintaining compliance verification and training records, assisting with the management of training programs (online and in-house) and internal compliance processes. 

Provide grant-related support to faculty and academic administration by maintaining relevant electronic filing systems; assisting with grant-related business office transactions, facilitating some purchases including travel arrangements and meeting logistics; and coordinating internal advertising and promotion of grant awards and opportunities.

Divisional Support (50%) 

Provide administrative support to the Divisional Dean and the faculty of the Natural and Social Sciences. Tasks may include: arranging travel, accommodations, communications for searches and campus guests; assist with onboarding of new faculty; reconciliation and tracking of divisional expenditures and budgets; maintaining listservs, mailboxes, door signs; ordering and maintaining office supplies; retrieving and distributing mail and packages; supporting various department activities through scheduling meeting spaces, arranging travel and catering, making appropriate communications and arrangements for internal events; assisting faculty in business office transactions, processing orders, support tracking and reconciliation of departmental and divisional budgets; support the Divisional Dean in managing divisional meetings, special events, projects, and faculty milestones.  Collect and compile data to support the Dean in report-writing and division initiatives.  Develop material and content for divisional communications, recruitment, announcements, and the Divisional web-site.  Assist in the development of efficient workflow processes within the Division. 

Recruit, hire and supervise student worker(s).  

DESCRIPTION OF NONESSENTIAL DUTIES: Occasionally clean/organize desk area and storage areas.

SUPERVISORY RESPONSIBILITIES: This position may directly supervise student workers and carries out supervisory duties in accordance with college policies and applicable employment laws.  Such responsibilities include hiring and training student employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; making salary adjustment recommendations; addressing complaints and resolving problems. 

QUALIFICATION REQUIREMENTS:  (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.)

  • Requires a minimum education generally equivalent to a High School degree, plus additional specialized training.
  • Requires a minimum of 3-12 months of similar administrative and supervisory experience.
  • Requires excellent oral and written communication skills to effectively communicate with employees, students, student workers, faculty members, guests and the public.
  • Requires the ability to use a personal computer and Web browser, including a working knowledge of Microsoft Office Suite, Excel, Adobe Acrobat, Google Systems, ZOOM. Experience with AdAstra room scheduler as well as Workday systems knowledge is beneficial.
  • Requires the ability to work collegially in a team-oriented environment.
  • Experience with grant management or working within a research environment is helpful
  • Exercises individual initiative, independent action, sound judgment, and internal motivation to find answers.
  • Requires demonstrated ability to handle challenging situations with confidence and function effectively with frequent interruptions.
  • Requires demonstrated expertise in the areas of organization, problem-solving and critical thinking.
  • Requires knowledge of and the ability to use a variety of standard office equipment such as a telephone, computer keyboard, copier, scanner, etc. 


PHYSICAL DEMANDS: (The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more of working time.)

While performing the duties of this job, the employee is occasionally required to stand and/or walk, stoop, kneel, crouch, or crawl, and reach above shoulders.  The employee is frequently required to sit, talk and/or hear, and/or use hands to finger, handle, or touch objects, tools, or controls.  The employee is occasionally required to lift up to 25 pounds while carrying and distributing mail and/or supplies and organizing the storage room.  Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is performed in an office environment at the Carthage Campus with regular exposure to contagious disease through working with the public. The noise level in the work environment is moderate and typical.

The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation. 

Institutional Information

Founded in 1847, Carthage College combines an environment of reflection and self-discovery with a culture of high expectation, so that our students uncover and ignite their true potential. As a four-year private liberal arts college with roots in the Lutheran tradition, we place a strong emphasis on both moral and intellectual values. Our prime location in Kenosha, Wisconsin, midway between Chicago and Milwaukee, allows students the opportunity to learn in a professional context. Our beautiful campus, an 80-acre arboretum on the shore of Lake Michigan is home to 150 scholars, 2,600 full-time students, and 400 part-time students. Our rich academic experience equips students with foundational knowledge and skills, preparing graduates to be lifelong learners and to lead meaningful, productive lives.

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.