founded in 1831, is a diverse,
energetic liberal arts community where critical thinking and
practical idealism go hand in hand.
Posted July 7, 2021
Reporting to the chair of the Astronomy department, the
administrative assistant will work independently to provide
administrative support to the chair and faculty and manage the
daily operations of the office.
- Perform a variety of administrative services: maintain
databases and generate reports and mailing lists, maintain
calendars and organize meetings, manage office correspondence and
procedures, and greet and work with students, faculty, visitors and
other constituencies. • Assist with the preparation of reports and
proposals; write correspondence and memorandums; create flyers,
brochures, newsletters, etc.
- Provide support for faculty searches, tenure and promotion
cases, colloquia and special projects as needed.
- Maintain confidential files for faculty, departments and
- Manage/reconcile departmental/program budgets and faculty
research accounts; process payroll, A/P vouchers, travel
reimbursements and other financial transactions.
- Complete internal and external online forms pertaining to grant
applications and reports and assist faculty with the development of
budget preparation, data compilation, expense forecasting,
personnel needs, etc. during the grant preparation/submission
- Liaison with the Corporate, Foundation and Government Grants
office and Grants Accounting office on submissions, extensions and
- Monitor fiscal activities of grant funded projects and conduct
analysis to identify/report on financial status of projects
including compliance, forecasting, and project shortfalls.
- Provide data and narratives as necessary and provide
recommendations and solutions regarding compliance and funding
- Assist in compiling course offerings using CourseLeaf; liaison
with departmental staff to manage crosslistings, edit material for
course catalog and university publications.
- Assign advisors to student majors, update and maintain
confidential student records.
- Coordinate the logistics for all department/program events
(e.g., speakers and lecture series) to include scheduling,
publicity, room reservations, travel and catering
- Update and maintain website.
- May oversee student workers.
- Perform other duties as assigned.
This position is a .86 FTE in the secretarial/clerical bargaining
unit. The work schedule for this position is 32.5 hours per week
during the academic year (46 weeks) and 11.50 hours per week for 6
weeks during the summer.
Associate Degree and four years of related experience or an
equivalent combination of education, training, and
Demonstrated attention to detail.
Demonstrated expertise in Word, Excel and Email.
Previous experience using webpage management applications. Proven
ability to manage multiple tasks.
Demonstrated commitment to work within a diverse environment and
interact collegially with individuals of different
Experience in higher education environment.
Previous budget and grant management experience.
Special Instructions to Applicants
Closing date August 6, 2021
Any and all offers to external applicants for an
administrative assistant or union position are contingent on the
candidate’s completion of a pre-employment background check
screening and computer skills assessment to the satisfaction of
Wesleyan University, located in Middletown, Connecticut, does
not discriminate on the basis of race, color, religious creed, age,
gender, gender identity or expression, national origin, marital
status, ancestry, present or past history of mental disorder,
learning disability or physical disability, political belief,
veteran status, sexual orientation, genetic information or
non-position-related criminal record. We welcome applications from
women and historically underrepresented minority groups. Inquiries
regarding Title IX, Section 504, or any other non-discrimination
policies should be directed to: Alison Williams, Vice President for
Equity & Inclusion/ Title IX Officer, 860-685-3927, firstname.lastname@example.org.