Administrative Assistant in Theater and Dance & to the Director of the Arts

Job Title: Administrative Assistant in Theater and Dance and to the Director of the Arts
Department: Dean of College
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule: 0.80 FTE

Position Overview:

The Administrative Assistant in Theater and Dance and to the Director of the Arts will split their time supporting Theater and Dance and the Office of the Director of the Arts:

Administrative Assistant in Theater and Dance - .49 FTE

Administrative Assistant to the Director of the Arts - .31 FTE

Schedule:

• Academic Year (week before classes start in the fall through commencement)
  • Theater and Dance – 25 hours per week
  • Office of the Director of the Arts – 15 hours per week
• 12 weeks of summer
  • Theater and Dance – 2 hours per week
  • Office of the Director of the Arts – 4 hours per week

Compensation:

The expected hourly rate for this position is $25.00.

Administrative Assistant in Theater and Dance (0.49 FTE)

Essential Job Functions/Responsibilities:

The Administrative Assistant manages the office and provides administrative support to the department chairs, faculty members and department staff in order to enhance faculty teaching and research. This employee facilitates the internal and external communications of the department.

• Oversees the day-to-day operations of the office including calendar of events; activities; meetings of the Chair and faculty; opening, distributing and prioritizing mail; answering, screening and directing calls and inquiries.

• Meets regularly with the Chair to discuss current department business; attends meetings, drafts agendas, takes and distributes minutes, tracks action items and deadlines.

• Assists faculty in preparing materials such as recommendation letters, requests for information, grant proposals, manuscripts, visual aids and notices to students. Uses technology to assist in creating materials for talks, presentations, etc.

• Assists students with questions and problems.

• Orders and maintains office equipment, supplies, and furniture; maintains department displays, bulletin boards, lobby areas and workroom.

• Monitors departmental budgets, including VISA card statements and receipts.

• Assists faculty in preparation of course materials, including duplicating and Web posting of course syllabus, handouts, and tests.

• Prepares items for e-reserve or delivery of copies of materials to the library and obtains copyright clearances, as necessary.

• Prepares, edits, and submits annual course schedule and catalog copy.

• Maintains department Web site, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, and guide for new students, etc.

• Coordinates production of the department newsletter, including writing, editing, proofing, distribution, and Web posting.

• Coordinates campus visits for speakers including itineraries, travel, housing, etc.

• Posts publicity on the Carleton Events Calendar and the NNB; submits information to College Communications on lectures and visitors’ talks.

• Assign advisers and monitor majors’ progress toward completion of major requirements.

• Assists in recruitment activities, including placing ads and arranging candidate visits including itineraries, lodging and publicity.

• Assists in orienting new faculty and staff members to the department and the College. Arranges for office keys and supplies; coordinates required ITS and Telecommunications needs.

• Advises majors on the procedures for the integrative exercise. Coordinates the comps process, including receiving papers, scheduling exams/comps talks, monitoring seminar attendance, assisting students with preparation of visual aids, and notifying the Registrar and students of comps grades.

• Plans and organizes events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc.

• Assists in department review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements.

• Assists in organizing off-campus programs including posting brochures and information on the Web, tracking applications, notifying accepted students, publicizing meetings, etc. Communicates with Off Campus Studies as needed.

• Assists faculty involved in serving on College committees or involved in outside organizations.

• Other duties as assigned.

Administrative Assistant to the Director of the Arts (0.31 FTE)

Essential Job Functions/Responsibilities:

The Administrative Assistant manages the office and provides administrative support to the Director of the Arts.

• Maintain master calendar of events in the building.
• Process reservation requests for spaces not in main campus reservation system.
• Place all Weitz Center events into main campus calendar.
• Assist with production and distribution of public relations materials for the Weitz Center events and other arts events on campus.
• Assist Director of the Arts with logistics (travel, housing, contracts, etc.) for guest artists, visiting speakers, etc.
• Hire, train, and schedule a student-pool of 6-8 Weitz Event Managers to serve as Projectionists, Box Officers, tour guides, etc.
• Maintain and update Arts@Carleton website.
• Manage ticketing reservation system for events in the Weitz.
• Coordinate signage for the Weitz Center (directory, Theater, Cinema and for various events in the building, both daily and longer-range).
• General support for Director of the Arts.

Education/Experience/Skills:

Required:

• Post-high school education with five or more years of related full-time professional experience.
• Skilled in word processing, desktop publishing, spreadsheets, Web editing, internet searches.
• Excellent verbal and written communication.
• Excellent organizational, time management and interpersonal skills.
• Ability to prioritize work and multi-task with many interruptions and some unpredictability of work situations.
• Works well with minimal supervision.
• Broad mastery of policies and procedures.

Preferred:

• Associate or Bachelor’s Degree

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. 

Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 25 annual leave days, 8 paid holidays, and extra days at the end of the calendar year to make a continuous week off before New Year’s. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.

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. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.