Job Title: Administrative Assistant for the Perlman Center for Learning and Teaching (LTC) and the Humanities Center (HC)
Department: Office of the Provost
Classification: Non- Exempt
Grade: 8
FTE: 0.80 FTE
Working Schedule:
The Administrative Assistant for the Perlman Center for Learning and Teaching and Humanities Center will split their time supporting the Director of the Perlman Center for Learning and Teaching (LTC) and the Director of the Humanities Center (HC):
Administrative Assistant for the Perlman Center for Learning and Teaching - .50 FTE
Administrative Assistant for the Humanities Center - .30 FTE
Schedule:
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Academic Year (week before classes start in the fall through commencement)
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Perlman Center for Learning and Teaching (LTC) – 25 hours per week
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Humanities Center (HC) – 15 hours per week
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12 weeks of summer
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Perlman Center for Learning and Teaching (LTC) – 4 hours per week (with more hours in August as New Faculty Orientation and Academic Year approach)
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Humanities Center (HC) – 2 hours per week
Position Overview:
This position provides comprehensive administrative and logistical support for
the Perlman Center for Learning and Teaching (LTC) and the Humanities Center (HC) along with three programs affiliated with the HC (DGAH, EthIC & MMUF). The role requires managing a high volume of events, maintaining the LTC library and digital presence, and overseeing fiscal and student-worker tasks
Compensation:
The expected hourly rate for this position is $25.00.
Administrative Assistant for the Humanities Center (0.30 FTE)
Essential Job Functions/Responsibilities:
1. Administrative Assistance
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Support the Director of the Humanities Center (HC) in the day-to-day running of the center.
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Support the Directors of three other programs affiliated with the HC:
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The Digital Arts & Humanities (DGAH) program (which offers a minor)
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The Mellon Mays Undergraduate Fellowship (MMUF)
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The Program in Ethical Inquiry at Carleton (EthIC)
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Provide organizational assistance to the director(s) of the annual Faculty Research Seminar (FRS), faculty conducting Student Research Partnerships (SRPs) during winter and summer breaks.
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Coordinate meeting times for the HC executive committee, the HC advisory board, the DGAH advisory board, and attend campus-wide organizational meetings to represent the HC.
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Interact with drop-in visitors, answer phones/emails, and provide general administrative assistance to the directors as needed.
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Assist in orienting new directors. Arrange for office keys and supplies; coordinate required ITS and Telecommunications needs.
2. Event Coordination and Support
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Coordinate logistical details for approximately 5 sponsored or co-sponsored HC events per term, including room reservations and, sometimes, catering orders.
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Manage travel arrangements, lodging, and speaking logistics for guest speakers, including the processing of travel expense forms.
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Assist the director(s) of the Faculty Research Seminar in the planning of the annual Dialogos event.
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Set up webpages, event registration, track attendance, and provide on-site support for major HC events such as the annual Day of Digital Humanities.
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Set up webpages with registration, purchase texts for book-group discussions and manage their distribution to participants.
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Assist EthiC and the Chaplain’s Office in organizing the “Reflections: What Matters to Me and Why” series.
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Facilitate logistics for summer ILiADS (Institute for Liberal Arts Digital Scholarship) teams.
3. Communications and Publicity
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Maintain and update the HC, DH (Digital Humanities), DGAH, EthIC, and MMUF websites, ensuring content is accurate.
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Design and distribute promotional materials such as event-specific flyers.
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Gather information from departments and programs in the humanities, broadly construed, to create and distribute the HC calendar each term.
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Maintain an updated online event calendar.
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Prepare the MMUF newsletter after gathering updates from students, faculty, administrators, and alums.
4. Fiscal Operations
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Oversee and reconcile multiple budgets for the Humanities Center, the EthIC program, and the DGAH program.
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Process stipends for faculty participants in the annual FRS, reading groups, and other activities.
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Monitor reimbursements for activities such as Incubation Grants and Reading Circles.
5. Student Supervision
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Help the HC directors coordinate student cohorts, such as Humanities Fellows, Mellon Mays Fellows, Digital Humanities Associates (DHAs), Digital Scholarship Interns (DSIs), HASTAC (Humanities, Arts, Science, and Technology Alliance and Collaboratory) Fellows, and groups.
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Supervise the student editors of the Undergraduate Journal of Humanistic Study in maintaining submission files and meeting editorial deadlines for two issues per year, and communicating with the DHAs about typesetting and the Copyright Committee about image rights as well as other groups as needed.
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Help the HC directors supervise student workers, such as student managers, including hiring and task management.
6. Academic Support
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Help coordinate schedules for DGAH and IDSC course offerings that involve frequent visitors and special events, such as DGAH 110 (Hacking the Humanities), IDSC 111 (Perspectives on the Humanities), IDSC 202 (Mellon Mays Seminar), and others.
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Assist faculty in preparation of course materials, including duplicating and Moodle posting of course syllabi, handouts, assignments, and exams.
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Prepare, edit, and submit annual course schedule and catalog copy.
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Assist in recruitment activities, including placing ads, maintaining candidate files, arranging candidate visits including itineraries, lodging and publicity.
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Plan and organize program events such as the minor symposium and SDA gatherings with prospective minors.
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Create and supply materials to the SDAs for the academic fair, the majors and minors fair, and the Carl Days Academic and Resources Fair.
Administrative Assistant for the Perlman Center for Learning and Teaching (0.50 FTE)
Essential Job Functions/Responsibilities:
1. Event Coordination and Support
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Weekly Programming: Coordinate logistical details for 10 to 12 LTC lunch events per term, including room reservations via the 25Live platform, catering orders, and media/videotaping needs.
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Workshops and Orientations: Assist in organizing New Faculty Orientation, winter break workshops, and periodic symposia.
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Guest Speakers: Manage travel arrangements, lodging, and speaking logistics for visiting guests, including the processing of travel expense forms.
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Logistics: Set up event registration, track attendance, and provide on-site support for LTC and campus partner events.
2. Communications and Publicity
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Web Management: Maintain and regularly update the LTC website, ensuring all content is accurate.
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Publicity Materials: Design and distribute promotional materials, including a high-quality term poster, event-specific flyers, and broadcast emails.
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Calendars: Create and distribute the LTC paper calendar and maintain the online event calendar.
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Registration: Create and monitor sign-up forms for programs such as workshops and book groups.
3. Library and Resource Management
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Collection Maintenance: Catalog new books, journals, and articles into the LTC database and assist faculty in locating resources.
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Inventory: Manage library inventory using the WebCheckout platform.
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Book Groups: Purchase books and materials for book discussion groups and manage their distribution to participants.
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Environment: Ensure the LTC library space remains welcoming by keeping coffee and snacks available for visitors.
4. Administrative and Fiscal Operations
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Budgetary Oversight: Monitor and reconcile LTC budgets.
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Payments: Process stipends for workshops and Teaching Circles.
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Committee Support: Coordinate meeting times for the LTC Advisory Committee and record minutes.
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General Admin: Interact with drop-in visitors, answer phones, and provide general administrative assistance to the Director as needed.
5. Student Supervision
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Serve as the primary work supervisor for LTC student fellows, including hiring and daily task management.
Education/Experience/Skills:
Required:
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Education: Post-high school education required; an Associate or Bachelor’s degree is preferred.
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Experience: Five or more years of related full-time professional administrative experience.
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Technical Skills: Proficiency in word processing, spreadsheets, web editing, and internet research. Specific experience with WordPress, InDesign and WebCheckout is highly desirable.
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Communication: Excellent verbal and written communication skills; ability to interact professionally with faculty, staff, students, and alumni.
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Organizational Skills: Exceptional time management skills and the ability to prioritize tasks in a fast-paced environment with frequent interruptions.
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Autonomy: Ability to work effectively with minimal supervision and master complex college policies and procedures.
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.
