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Administrative Assistant IV - College of Design and Engineering (0.86 FTE)

Wesleyan University
Middletown, Connecticut, United States
Salary Not Specified
Date posted
Mar 14, 2024

Job Details

Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Position Details
This Administrative Assistant IV reports to the Director of the newly created College of Design and Engineering and is responsible for providing support for the Director, faculty, and students of the College.

Responsibilities include:
  • Act as point of contact for the College; communicate effectively with faculty, staff, students, departments, and visitors.
  • Assist with the preparation of reports and proposals, write correspondence and memorandums, and create flyers, brochures, and newsletters.
  • Provide support for faculty searches, tenure and promotion cases, colloquia and special projects as needed.
  • Manage/reconcile budgets and faculty research accounts.
  • Process p-cards, A/P vouchers, travel reimbursements, and other financial transactions.
  • Provide monthly financial reports to Department Chair and faculty of spending and balances.
  • Oversee Payroll submissions and associated budgets of student workers, course assistants, and other student payments.
  • Maintain databases and generate reports and mailing lists, maintain calendars and organize meetings, and manage office correspondence and procedures.
  • Maintain confidential files for CoDES faculty, staff, and students.
  • Assist in compiling course offerings using the Curriculum Development System.
  • Liaison with departmental staff to manage crosslistings, edit material for course catalog and university publications.
  • Assist in updating and maintaining major and minor requirements and details for the university catalog, including all major tracks, minor concentrations, and the 2-1-1-1 Dartmouth Engineering program.
  • OverseeIDEASMinor and Major Declaration request process, including providing students with information about the major and minor, communicating with and assigning major and minor advisors, and working with major track and minor concentration liaisons to update information related to the major and minor.
  • Coordinate with individual major and minor advisors in reviewing student petitions, including credit transfer requests.
  • Coordinate withIDEAScourse instructors and procure supplies required forIDEAlisted courses.
  • Oversee scheduling of lab/classroom spaces.
  • Coordinate the logistics for all program events, which includes scheduling, marketing, room reservations, transportation, travel and catering arrangements.
  • Coordinate college-initiated field trips, including arranging transportation and admission fees.
  • Update and maintain CoDES website (public facing) and Sharepoint (internal).
  • Assist in the hiring of Makerspace Monitors and Course Assistants in Handshake.
  • Support the Makerspace coordinator (supplies, maintenance, etc.).
  • Oversee student workers as needed.
  • Other duties as assigned.

This is an on-campus position.

This position is in the secretarial/clerical bargaining union. The position works 30hrs per week for 52 weeks per year for a total of 1,560 hours per year.
Minimum Qualifications
Associate’s degree and four years related experience or an equivalent combination of education, training and experience.

Ability to set priorities, prioritize and manage multiple responsibilities with minimal supervision, and attention to detail.

Demonstrated expertise MS Office and Google products, including Word, Excel, Google drive, SharePoint, and email applications.

Previous experience with webpage and database management applications.

Experience coordinating events.

Ability to work effectively with students, faculty, staff, and visitors.

Demonstrated commitment to work within a diverse environment and interact openly with individuals of different backgrounds.

Strong organizational skills.

Preferred Qualifications
Previous budget management experience. Previous Workday experience.
Special Instructions to Applicants
The position is open until filled. For full consideration, please apply by April 11, 2024 when the first review of applications will begin.
Additional Information
All offers to external applicants are contingent on the candidate’s completion of apre-employment background check screeningand computer skills assessment to the satisfaction of Wesleyan University.

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 Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator. Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University's Clery Act Report are available on request and online at


Wesleyan University

Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand. 

Our student body of approximately 3,000 undergraduate and 200 graduate students is housed on a beautiful 316-acre historic New England campus that offers the comfort of an intimate and collaborative learning environment supported by renowned faculty, cutting-edge facilities, and unique research opportunities.

With our distinctive scholar-teacher culture, creative programming, and commitment to interdisciplinary learning, Wesleyan challenges students to explore new ideas and change the world. Our graduates go on to lead and innovate in a wide variety of industries, including government, business, entertainment, and science.

At Wesleyan, we are all educators. We welcome your interest in Wesleyan's diverse, energetic community of employees who, by their creativity, innovative thinking, and generosity of spirit, help make Wesleyan a great place to work. In this energetic and inclusive community, our talented faculty and staff foster a liberal arts educational experience characterized by boldness, rigor, and practical idealism. Genuinely open-minded, intellectually curious, and mission-driven, our employees invest their impressive talents in fulfilling careers.

Wesleyan offers a broad range of growth and wellness opportunities—comprehensive health benefitsfitness incentives, generous paid time offretirement plansflexible work schedules, and educational benefits, including free employee access to Wesleyan’s Graduate Liberal Studies program and undergraduate tuition reimbursement for dependents of eligible employees. Benefits-at-a-Glance

Campus life affords employees countless opportunities to experience general-interest, academic, artistic, and athletic events. Our location in scenic central Connecticut provides easy access to Boston, New York, and the many other exciting and culturally rich destinations of New England. Few workplaces are like Wesleyan, and we welcome your interest in learning more about us.

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