Academic Administrative Assistant

Wheaton is a leading private, coeducational, liberal arts college of 1800 students located in Norton, MA and within easy commuting distance of Boston and Providence.

Posting Details

Posting Details

Posting Number:

0601158

Position Title:

Academic Administrative Assistant

FLSA:

Non-Exempt

Job Type:

Full-Time

Staff Term:

12 Months

Staff Work Schedule (hours/dates):

Monday - Friday, 8:30 am - 4:30 pm

Academic Year Schedule (dates):

Faculty Term:

Position Type:

Staff

Department:

Provost

Job Summary/Basic Function:

The Academic Administrative Assistant will act as receptionist for the Mars Science Center building and will provide administrative support to faculty in the Sciences and Mathematics division, including technological, document preparation, logistical, office management, and financial support to faculty and academic departments.

Specifically, the Academic Administrative Assistant will:

• prepare spreadsheets, charts, and complex presentations using Excel and PowerPoint
• report classroom computer system problems to the Help Desk for faculty and alert equipment
  issues to Media Support for faculty
• maintain office machines to ensure and guarantee efficient office operations
• prepare a variety of documents including correspondence, mailings, special reports, print syllabi, spreadsheets, etc.
• scan PDF course readings for faculty and submit them to the library for electronic reserve and
  email documents to faculty upon request
• make copies of handout materials and/or exams for classes
• make travel arrangements for guest speakers and ensure that all expenses are appropriately documented and assigned proper accounting from the host department’s budget
• schedule rooms for meetings, conferences, and lectures and place food orders
• arrange transportation for rentals or bus charters for faculty-run field trips
• hire, supervise, train, and provide work direction and guidance to student workers. Train and
  assist department student research workers with various office machines when necessary
• manage office supplies, mail sorting and delivery, faculty mailbox creation, and room directory updates each semester
• support faculty to monitor current financial and budget information through
  WebFocus. Manage funds to ensure correct assignment of fund codes to expenses, and/or
  investigate and resolve discrepancies. Distribute department budget reports to Chairs and
  Directors each month.
• complete and submit procurement card reconciliations, check requests, honoraria, and purchase requisitions to accounts payable and purchasing.
  
  

Minimum Qualifications:

High School Diploma; 1-3 years professional experience

Preferred Qualifications:

Compensation and Benefits

To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

The starting hourly rate for this position is $20/hr.

Physical Demands

ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement

Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups.

Wheaton’s core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences.

Posting Date:

11/07/2024

Closing Date:

Open Until Filled

Yes

Contact(s):

Office of Human Resources

Contact Phone/Extension:

508-286-8206

Contact Email:

careers@wheatoncollege.edu

Contact Fax

Special Instructions to Candidates:

The federal government and the state of Massachusetts have made the decision to end the COVID -19 public health emergency. Effective June 1, 2023, the college will no longer require COVID -19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider.

While we will no longer require COVID -19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID -19, as well as influenza and other diseases.

References
Supplemental Questions

Required fields are indicated with an asterisk (*).

Optional & Required Documents
Required Documents

1. Cover Letter
2. List of References
3. Resume

Optional Documents