Administrative Assistant in Computer Science

Job Title: Administrative Assistant in Computer ScienceDepartment: Computer ScienceClassification: Non-ExemptGrade: 8FTE/Working Schedule: 0.82 FTEPosition Overview:The Administrative Assistant manages the office and provides administrative support to the department chair and faculty members in order to support students taking classes in the department and to enhance faculty teaching and research. This employee facilitates the internal and external communications for the department.Working Schedule:Academic Year (week before classes start in the fall through commencement): 40 hours per weekSummer (12 weeks): 6-8 hours per weekCompensation:The expected hourly rate for this position is $25.00.Essential Job Functions/Responsibilities: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; purchasing supplies; and 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, and tracks action items and deadlines.Assists students with questions and problems.Provides administrative support to departmental student groups: procures meeting supplies and refreshments, reserves meeting spaces, and oversees their budget.Orders and maintains office equipment, supplies, and furniture; maintains department displays, bulletin boards, lobby areas, and workroom.Monitors departmental and program budgets, including VISA card statements and receipts.Coordinates the department’s “Match” pre-registration process.Coordinates students’ retaking or making up exams.Prepares, edits, and submits annual course schedule and catalog copy.Maintains department websites, ensuring information is available regarding the curriculum, departmental guidelines, major requirements, career/internship opportunities, off-campus programs, guides for new students, etc.Coordinates production of the department newsletters, 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 submits information to College Communications on lectures and visitors’ talks.Monitors majors’ progress toward completion of major requirements.Assists in recruitment activities, including placing ads, managing applications, and arranging candidate visits including itineraries, lodging, and publicity.Assists in orienting new faculty and staff members to the departments and the College. Arranges for office keys and supplies; coordinates required ITS, Telecommunications, and facilities needs.Coordinates the comps process, including scheduling comps talks, monitoring gala attendance, coordinating with Printing Services to print student posters, and sending student letters indicating comps pass/distinction..Assists with weekly colloquium seri...