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

divh2Administrative Assistant in Theater and Dance and to the Director of the Arts/h2pThe 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:/ppAdministrative Assistant in Theater and Dance -.49 FTE/ppAdministrative Assistant to the Director of the Arts -.31 FTE/ppSchedule:/pulliAcademic Year (week before classes start in the fall through commencement) ulliTheater and Dance

25 hours per week/liliOffice of the Director of the Arts

15 hours per week/li/ul/lili12 weeks of summer ulliTheater and Dance

2 hours per week/liliOffice of the Director of the Arts

4 hours per week/li/ul/li/ulpCompensation:/ppThe expected hourly rate for this position is $25.00./ppAdministrative Assistant in Theater and Dance (0.49 FTE)/ppEssential Job Functions/Responsibilities:/pulliOversees 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./liliMeets regularly with the Chair to discuss current department business; attends meetings, drafts agendas, takes and distributes minutes, tracks action items and deadlines./liliAssists 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./liliAssists students with questions and problems./liliOrders and maintains office equipment, supplies, and furniture; maintains department displays, bulletin boards, lobby areas and workroom./liliMonitors departmental budgets, including VISA card statements and receipts./liliAssists faculty in preparation of course materials, including duplicating and Web posting of course syllabus, handouts, and tests./liliPrepares items for e-reserve or delivery of copies of materials to the library and obtains copyright clearances, as necessary./liliPrepares, edits, and submits annual course schedule and catalog copy./liliMaintains 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./liliCoordinates production of the department newsletter, including writing, editing, proofing, distribution, and Web posting./liliCoordinates campus visits for speakers including itineraries, travel, housing, etc./liliPosts publicity on the Carleton Events Calendar and the NNB; submits information to College Communications on lectures and visitors talks./liliAssign advisers and monitor majors progress toward completion of major requirements./liliAssists in recruitment activities, including placing ads and arranging candidate visits including itineraries, lodging and publicity./liliAssists 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./liliAdvises 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./liliPlans and organizes events such as departmental picnics, receptions, and social outings, including publicity, invitations, catering, etc./liliAssists in department review process including arrangements for outside reviewers, setting up interview schedules, contacting student participants, arranging dinners and receptions, tracking expenses and reimbursements./liliAssists 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./liliAssists faculty involved in serving on College committees or involved in outside organizations./liliOther duties as assigned./li/ulpAdministrative Assistant to the Director of the Arts (0.31 FTE)/ppEssential Job Functions/Responsibilities:/pulliMaintain master calendar of events in the building./liliProcess reservation requests for spaces not in main campus reservation system./liliPlace all Weitz Center events into main campus calendar./liliAssist with production and distribution of public relations materials for the Weitz Center events and other arts events on campus./liliAssist Director of the Arts with logistics (travel, housing, contracts, etc.) for guest artists, visiting speakers, etc./liliHire, train, and schedule a student-pool of 6-8 Weitz Event Managers to serve as Projectionists, Box Officers, tour guides, etc./liliMaintain and update Arts@Carleton website./liliManage ticketing reservation system for events in the Weitz./liliCoordinate signage for the Weitz Center (directory, Theater, Cinema and for various events in the building, both daily and longer-range)./liliGeneral support for Director of the Arts./li/ulpEducation/Experience/Skills:/ppRequired:/pulliPost-high school education with five or more years of related full-time professional experience./liliSkilled in word processing, desktop publishing, spreadsheets, Web editing, internet searches./liliExcellent verbal and written communication./liliExcellent organizational, time management and interpersonal skills./liliAbility to prioritize work and multi-task with many interruptions and some unpredictability of work situations./liliWorks well with minimal supervision./liliBroad mastery of policies and procedures./li/ulpPreferred:/pulliAssociate or Bachelors Degree/li/ulpMust have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels./ppNote: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization./ppReview of applications begins immediately and continues until the hire is complete. We accept only online applications./ppCarleton 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./ppCarleton 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 Years. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service./ppFounded 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./p/div