Administrative Assistant – Education Dept & Phi Beta Kappa

About the role

The Administrative Assistant supports the Educational Studies and Phi Beta Kappa department at Carleton College, serving as the primary point of contact for students, faculty, and visitors. The position runs from early September through mid‑June with flexible summer hours.

Key responsibilities

• Coordinate meetings with the Chair, draft agendas, take minutes, and track action items.
• Assist faculty with preparation of course materials, recommendation letters, grant proposals, and manuscripts.
• Maintain office supplies, equipment, displays, bulletin boards, and lobby areas.
• Monitor departmental budgets, process VISA card statements, and manage receipts.
• Prepare and edit the annual course schedule and catalog copy.
• Manage the department’s Google calendar, website updates, and Instagram content.
• Organize campus visits for speakers, including travel, housing, and publicity.
• Support recruitment of visiting and tenure‑track faculty, handling ads, candidate files, and visit logistics.
• Plan departmental events such as picnics, receptions, and social outings.
• Supervise student workers and assist Student Departmental Advisors with event planning.

Required profile

• Post‑high school education with five or more years of related experience.
• Excellent verbal and written communication skills.
• Strong organizational, time‑management, and interpersonal abilities.
• Ability to prioritize work, multitask, and handle occasional evening hours.
• Broad knowledge of college policies and procedures.

Required skills

• Word processing
• Desktop publishing
• Spreadsheets
• Web editing

What we offer

• Starting salary of $25.00 per hour, benefit‑eligible.
• Generous 403(b) retirement plan with employer and employee contributions.
• Medical, dental, vision, life, and disability insurance.
• Paid time off including 25 annual leave days and 8 holidays.
• Dependent tuition assistance after six years of service.