Senior Administrative Assistant to the Associate Provost
Location: Northfield, Minnesota
Higher Education Institution
The Senior Administrative Assistant to the Associate Provost is a full-time (1.0 FTE) position exists to provide administrative support to the Associate Provost and the Provost. The expectations are to prioritize and accomplish independent assignments accurately and efficiently while representing the College in a professional manner.
Essential Job Functions/Responsibilities:
Provide daily support for the Associate Provost and the Receive and convey information while maintaining a working rapport with both College and outside contacts. Schedule meetings and appointments and maintain efficient and accurate files. Draft routine correspondence. Provide telephone coverage and receive visitors. Support special projects that the Associate Provost is involved in. Maintain confidentiality.
Maintain, analyze, and track the Provost’s Office budgets. Create and maintain spreadsheets for each account. Track expenditures and reconcile budgets in Workday. Communicate with the Business Office and the Budget Office regarding budget questions and concerns.
Process faculty and emeriti professional development, visiting speaker, and travel requests in Workday and communicate awards to the faculty.
Process academic division staff professional development funding requests and communicate awards.
Complete the Workday manager’s review for the Provost as expenses come in and submit all Visa reconciliations for the Provost’s expenses.
Submit one-time payments and supplier invoice requests in Workday.
Run Workday budget reports as needed and help faculty with Workday questions related to budgets and Faculty Development Accounts (FDAs).
Take minutes at Budget Committee meetings.
Help with the annual budget request process.
Coordinate faculty office assignments. Setup and maintain the master Google sheet of current faculty and work with the Associate Provost to make office assignments for new faculty. Disseminate information to ITS, administrative assistants, and Facilities staff to assure that the information is current and accurate.
Set up the New Faculty Reception at the Provost’s home each fall (ordering catering, Facilities setup request, name tags, attend and greet attendees).
Process and track faculty requests for summer and winter break student research assistants and student research partners. Process stipends for faculty who are supervising summer student research. Work with the Associate Provost to determine funding sources, send letters to faculty, track the budgets, and process transfers. Work with Student Employment to make sure that faculty have sup orgs set up in Workday. Process and track student research partner requests for break housing scholarships. Send letters to students, track the budget, and update the website.
Work with the Career Center and the Associate Provost to coordinate the Undergraduate Research & Internship Poster Symposium each fall (update the website, registration form, reserve the space, publicize the event, submit Facilities and PEPS setup request forms, create the directory and abstract book, attend and help at the symposium).
Support the IACUC Committee by scheduling semiannual meetings and taking minutes. Complete the annual report to OLAW and the ORI Misconduct in Science reports. Request honorarium checks for the veterinarian on the committee each year. Maintain the website and Google group.
Support the IRB Committee by setting up committee meetings, taking minutes, releasing IRB applications on a weekly basis, updating the website and Google group, updating the IRB and FWA registrations online when the Associate Provost, the chair of the committee, or the makeup of the committee changes, and process renewals when they come due. OnBase the IRB and FWA assurance approvals. Request honorarium checks for the community members. Field OnBase application questions and help with solutions.
Support the IBC Committee by setting up committee meetings, attending and taking minutes, updating the website and Google group, submitting reports to the National Institute of Health, and requesting honorarium checks for the community members.
Work with the Grants Office to send out Compliance with federal regulations on grant funded research procedures to the chairs of Biology, Chemistry, Geology, Math, Computer Science, Physics, Psychology, and to any faculty who have active NIH or NSF grants. Send out Financial Conflict of Interest notifications to faculty/staff who have active NSF or NEH grants.
Send out information and gather reports about the Chesley, Light, and Wolff lectureships and send appropriate information to Stewardship so reports can be sent to the donors regarding the year’s activities. Track the history, maintain the websites, and let the department know the budget for their lecturer. Help Stewardship with the use of the endowed funds.
Facilitate getting information for the semi-annual NSF Science & Engineering Research Facilities survey.
Assist the Associate Provost with the Classroom Change Request process.
Allocate Research Overhead Funds, process transfers, and send letters to the departments involved. Send letters to the departments about their Kresge funds.
Arrange travel for the Associate Provost (e.g. airfare, hotel, ground transportation, registration fees, and reimbursements), as needed.
Track and renew subscriptions and memberships.
Update the Associate Provost’s websites, create and edit Gravity forms, export data.
OnBase and retrieve documents.
Additional Job Responsibilities:
Assist with and attend Commencement and other Provost Office events, as needed.
NOTE: This job description is not intended to be all inclusive. Employee may perform other related duties to meet evolving and ongoing needs of the department and organization.
3-5 years of prior experience as an administrative assistant is required. Must have a demonstrated ability to set priorities and work on a number of projects simultaneously. Excellent computer skills (Excel, Word, Dropbox, Google, Gmail). Ability to communicate courteously, tactfully, efficiently in a professional manner. Maintain confidentiality.
Accounting, Wordpress, Workday, and OnBase experience.
Carleton is a private liberal arts predominantly residential campus with nearly 2000 students and 800 faculty & staff. Founded in 1866, Carleton College is an independent and highly selective liberal arts college with a diverse and exceptionally able student body, a talented faculty whose first priority is teaching, and a continued commitment to the liberal arts. A four-year college, Carleton offers the Bachelor of Arts degree. Its students can choose from 37 majors and 15 concentrations in the arts, humanities, natural sciences, and social sciences.Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located in Northfield, Minnesota, 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.