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Academic Administrative Assistant, Knapton Hall

Wheaton College of Massachusetts
Massachusetts, United States
Salary Not Specified
Posted Date
Jan 11, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Faculty Affairs, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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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:


Position Title:

Academic Administrative Assistant, Knapton Hall



Job Type:


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:




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 Knapton building.

1. Act as receptionist and building administrator for the Knapton building.
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 proper records.
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 Committee.
5. Assist faculty with arrangements for course-related field trips. Assist with on-campus faculty events, such as booking rooms, making travel arrangements.
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

Minimum Qualifications:

High school diploma and minimum of three to five years’ office experience or an equivalent combination of education and experience is required.

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.

Preferred Qualifications:

Previous experience in an educational setting preferred.

Physical Demands

Office environment / no specific or unusual physical or environmental 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 is a private coeducational liberal arts college within easy
commuting distance of Boston and Providence. We have nearly 1,700
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, 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.

Posting Date:


Closing Date:

Open Until Filled



Office of Human Resources

Contact Phone/Extension:


Contact Email:

Contact Fax

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Optional & Required Documents
Required Documents
  1. Cover Letter
  2. Resume
Optional Documents
  1. List of References

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