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.
Academic Administrative Assistant, Knapton Hall
Staff Work Schedule (hours/dates):
Monday - Friday, 8:30 am - 4:30 pm
Academic Year Schedule (dates):
Job Summary/Basic Function:
The Academic Administrative Assistant, under the direction of the
Director, is responsible for providing administrative assistance to
the faculty members of the departments currently located in the
1. Act as receptionist and building administrator for the Knapton
2. Print a current budget report at least once a month for each
department and work with Department Chairs to maintain an accurate
accounting of their available funds by allocating account and
revenue numbers and funding these accounts, thus reflecting a
clearer sense of how the funds are used.
3. Prepare Check Requests, Deposits, Interdepartmental Changes,
ProCard. Reconciliations and various other forms used to maintain
4. Tenure cases: Gather all the pertinent information from the
candidates’ files, including student, teaching, and year-end
evaluations transferring the data to spreadsheets. Sharing this
information with the Provost’s Office and members of the Tenure
5. Assist faculty with arrangements for course-related field trips.
Assist with on-campus faculty events, such as booking rooms, making
6. Assist with faculty searches.
7. Order supplies from outside vendors. Order and stock supplies
for the printers and copiers.
8. Instruct and supervise student assistants.
9. In collaboration with department chairs, assign office space to
new faculty members.
10. On occasion, act as liaison between a faculty member and a
student on a course matter.
11. Perform other related clerical duties as requested by the
current chairs of each
High school diploma and minimum of three to five years’ office
experience or an equivalent combination of education and experience
Ability to manage a complex workflow, and to prioritize and to
perform duties independently without direct supervision. Able to
keep confidentiality, excellent interpersonal skills, the ability
to relate to students, faculty and staff on a daily basis.
Excellent computer skills. Must be proficient in Google Suite
software, Word and Excel.
The Academic Administrative Assistant will have extensive contact
with faculty, administrative staff, and students across campus as
well as contact with other constituents of the College, such as
alumnae/i, vendors, guest speakers, and parents.
Previous experience in an educational setting preferred.
Office environment / no specific or unusual physical or
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
Wheaton is a private coeducational liberal arts college within
commuting distance of Boston and Providence. We have nearly
undergraduates from 40 U.S. States and more than 70 countries.
Nearly 23% of our undergraduates are U.S. students of color and 11%
are international citizens. 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,
information, or disability. In a continuing effort to maintain and
an intellectually diverse learning environment, the Department and
the College actively encourages applications from women and members
of underrepresented groups.
Open Until Filled
Office of Human Resources
Special Instructions to Candidates:
To prevent the infection and spread of COVID -19 and as an integral
part of our public health and safety measures, Wheaton College
requires that all successful applicants hired provide proof of full
vaccination for COVID -19 at the time of employment, unless an
exemption from this policy is requested and approved. Applicants
believing that they need an accommodation of this policy because of
a disability, medical condition, or sincerely-held religious belief
should inform the Office of Human Resources after an offer of
employment is extended.
Wheaton College is embracing a flexible approach to the workplace
and has established an alternative work arrangements policy. This
policy seeks to provide options for alternative work arrangements
that include remote, hybrid and flexible schedules. Depending upon
the nature of the position, some departments may be able to support
their employees in establishing work arrangements under this policy
that balance on-site work with some remote work and as such,
candidates are encouraged to explore these options with the hiring
manager when interviewing.
Required fields are indicated with an asterisk (*).
Optional & Required Documents
- Cover Letter
- List of References