Academic Administrative Assistant - Team West .83 FTE

Academic Administrative Assistant - Team West .83 FTE

Description


St Olaf Job Description

Position: Academic Administrative Assistant - Art, Art History and Dance

FTE: 1.0

Pay Range: $20.35-$22.40/hour

About the Role:

Academic Administrative Assistants (AAAs) are the glue that binds together academic departments and programs at St. Olaf College. We're looking for someone who loves administrative work, has strong technical skills and enjoys interaction with students, faculty, and staff in a reputable higher education institution. Help us make an impact and join our community!

What You'll Do:

AAAs help faculty to focus more of their time and attention on teaching, advising and leadership by helping departments and programs run as smoothly as possible through providing general and technical support. This support involves maintaining records, reconciling department charges and providing logistical support. Another focus of this role is coordinating activities in department offices which can include website maintenance, meeting and event planning, and administrative and customer support. This position may also involve hiring, training, and supervising student workers.

Who You Are:

You're a great fit if you have…

A high school diploma or equivalent, 1+ years of relevant office or administrative experience, and strong computer skills.

A helpful background includes…

Bachelor's Degree, 3+ years of relevant office or administrative experience, and experience working in an academic environment.

Skills and attributes, we'd like you to have…

• You pride yourself on your consistency and dependability.
• You're an independent worker, clearly setting priorities and meeting deadlines with ease.
• You communicate clearly in person and in your writing.
• You're detail oriented and complete all tasks with great accuracy.
• You're a flexible worker who can adjust your workload quickly.
• You're able to establish and maintain positive connections with college faculty, staff, and students who look to you for assistance.

If you are ready to dive into a busy environment full of vibrant students and faculty members in which you'll be a source of administrative support and organization, this is the place for you!

Essential Job Duties:

1. Support department chairs, program directors, and faculty

• Provide administrative support to ensure efficient operation of office
• Monitor, manage and reconcile budgets
• Assist with accessing, manipulating and preparing of presentation data needed for departmental and program planning, assessment, accreditation and grant writing
• Assist chairs and search committees with all phases of tenure-track and term faculty recruitment and hiring
• Assist with design of class & lab schedule
• Provide orientation for faculty, basic classroom technology support, course materials as requested, and travel coordination
• Liaise with IT and perform basic troubleshooting for faculty member

2. Oversee organization of department

• Keep records, order supplies, maintain equipment, manage bulletin boards and shared spaces
• Maintain department website, social media and newsletter
• Advertise student opportunities, maintain schedules and organize materials
• Assist with logistics, preparations and publicity for all meetings and events sponsored by departments and programs
• Hire, train, supervise and approve timesheets for student workers including tutors and teaching assistants

3. Collaborate and maintain relations with departments across campus

• Report building concerns and needs to Facilities
• Maintain reservations for building spaces in your department(s)
• Attend Academic Administrative Assistant (AAA) meetings and training sessions
• Provide support to and serve as a backup to other AAAs, departments and programs as needed

4. Other duties

• Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community
• Complete and meet deadlines for required training and performance management cycle
• Perform other duties as assigned

Work Schedule:

Term: Mid-August to Mid-June

Shift: The standard 40-hour work schedule is Monday - Friday, 8:00 am - 5:00 pm; flexible work arrangements can be proposed and are subject to approval by the Academic Department Chair and relevant supervisor.

Required Qualifications:

Education: High school diploma or equivalent

Experience: 1+ year of office or administrative experience, or relevant experience

Preferred Qualifications:

Education: Bachelor's Degree

Experience: 3+ years office or administrative experience; experience working in an academic environment

Prerequisites:

Employment in this position is conditioned upon successful completion of a background check, which may include criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of a DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note that St. Olaf College reserves the right, at its sole discretion, to conduct periodic background checks.

Disclaimer:

This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time, with or without prior notice, by St. Olaf College.









To apply, visit https://fa-ewur-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_3/job/921/?mode=location





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