Senior Administrative Assistant in the Dean of Students Office

Job Title: Senior Administrative Assistant in the Dean of Students Office
Department: Dean of Students
Classification: Non-exempt
Grade: 10
FTE/Working Schedule: 1.0

Position Overview:
This position provides administrative support for the Dean of Students Office. The position serves as a key member of the leadership team in the Division and provides critical service and information to students, parents, faculty, staff, and college departments.

Essential Job Functions/Responsibilities: 

• Serve as the front-line receptionist for the Dean of Students’ office, greeting and assisting visitors and Carleton community members.

• Provide administrative support to ensure efficient Dean of Students Office operations.
• Answer phone calls, direct callers to appropriate personnel, and sign for incoming packages.
• Provide office coverage for the Dean of Students Office in coordination with the Senior Assistant to the VP/Dean of Students.
•  Schedule and coordinate associate/assistant deans’ appointments and meetings, including making travel arrangements.  Prepare and provide material in preparation for these appointments and meetings.

• Provide secondary support to the Dean of Students for appointments and meetings.
• Serve as a resource for students, parents, faculty, staff, and the public.
• Participate in training regarding the Advocate recordkeeping system.  Develop the skills necessary to update records, create assessment reports, and understand the overall workings of the Advocate system.

• Prepare, organize, revise, and draft correspondence, written reports, and letters.      

• Manage all aspects of the Advocate system. Work closely with the CARE team to process reports. Attend weekly CARE team meetings and add notes into the Advocate system.

• Provide management and record-keeping for Community Concern Forms.

• Support the Senior Director with end-of-year and annual reports for offices within the Division of Student Life. Provide administrative support around newsletters, etc.

• Coordinate on-call schedule with Associate Dean of Students.

• Assist Associate Dean of Students with academic integrity record keeping.

• Assist in organizing office/division meetings – order, pick-up, and deliver food, room set-up, etc.
• Update the divisional website in coordination with the Senior Assistant to the VP/Dean of Students and provide input to the Dean of Students staff regarding the ongoing development of new web information.
• Supervise 3-4 student employees working in the Dean of Students Office.
• Work with multiple offices to coordinate mailings sent to parents of both incoming and upper-class students.
• Work closely with other administrative staff and support other colleagues as needed.
• Provide administrative support for the Dean of Students Office Northfield to Selma initiative.
• Coordinate administrative searches for the Division of Student Life directors.
• Maintain open communication with departments within the Division of Student Life regarding departmental information and directives.
• Assist the Senior Director with organizing Mortar Board programs and chapter documents.
• Other duties as assigned.

Education/Experience/Skills: 

Required: 

• Minimum: high school degree with 3 to 4 years related experience.
• Excellent oral communication, writing, and organizational skills, as well as a high degree of word processing and computer knowledge (Microsoft Word, Excel, etc.), are required.
• Ability to work in a dynamic and multicultural community
• Excellent organizational skills for management of multiple priorities, details, and responsibilities.
• Excellent public relations and diplomacy skills.
• Ability to work with confidential and sensitive material.
• Able to handle a large amount of correspondence and manage multiple priorities.

Preferred: 

• Familiarity with electronic mail, internet, and institutional software systems.
• Familiarity with higher education and student affairs.

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels. 

Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization. 

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply. 

Staff Salary and Benefits: The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with a college contribution, a generous paid time off package, as well as access to many other campus amenities. 

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota.  Nationally recognized as the nation’s top college for undergraduate teaching, Carleton is known for its academic rigor, intellectual curiosity, and sense of humor. Carleton offers 33 majors and 38 minors  in the arts, humanities, natural sciences, mathematics, and social sciences.