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Administrative Assistant IV - Chemistry (0.96 FTE)

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
The Administrative Assistant reports to the Chair of Chemistry and is responsible for providing support to the chair, faculty, staff, graduate, and undergraduate students of the department.

Responsibilities include:

  • Act as point of contact for the Department; communicate effectively with faculty, staff, students, departments, and visitors.
  • Maintain confidential files for faculty, provide support for faculty searches, tenure and promotion cases and special projects, as needed.
  • Maintain databases, mailing lists, and calendars; generate reports, organize meetings, and manage office correspondence and procedures.
  • Assist with the preparation of reports and proposals, write correspondence, create flyers, brochures, and newsletters.
  • Assist in compiling course offerings using curriculum management system (Courseleaf).
  • Liaison with departmental staff to manage crosslistings, edit material for course catalog and university publications.
  • Assist in updating and maintaining major requirements.
  • OverseeCHEMMajor Declaration request process, including providing students with information about the major, communicating with and assigning major advisors.
  • Coordinate with individual major advisors in reviewing student petitions, including credit transfer requests.
  • Maintain confidential records for majors.
  • Support Graduate Committee; process graduate student applications and supporting documentation; maintain departmental database of student milestones.
  • Coordinate the logistics for all program events including scheduling, publicity, room reservations, travel and catering arrangements.
  • Serve as scheduler for conference rooms and classroom space using the University’s Event Management System (EMS).
  • Coordinate tutoring matches for the Dean’s Peer Tutoring Program .
  • Update and maintain website, directories, and other lists.
  • Hire, train and manage student workers.
  • Serve as steward of departmental spaces, supplies, service requests, key inventory and distribution.
  • Perform other duties as assigned.

This is an on-campus position.

This position is in the secretarial/clerical bargaining union. The position works 33.5hrs per week for 52 weeks per year for a total of 1747 hours per year.
Minimum Qualifications
Associate Degree and four years related experience or an equivalent combination of education, training and experience.

Ability to set priorities, to take initiative, to manage multiple duties with minimal supervision, and to pay close attention to detail.

Demonstrated expertise in MS Office, including Outlook/Calendar, Word, and Excel; Google Drive, Sharepoint.

Experience with webpage management.

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 background Strong organizational skills.

Effective communication skills.
Preferred Qualifications
Experience in an academic environment.
Previous Workday experience.
Special Instructions to Applicants
The position is open until filled. For full consideration, please apply by May 20, 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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