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Administrative Coordinator for Executive Leadership
2 months ago
Position Overview:
We are seeking qualified candidates to deliver high-level administrative assistance to the President and Provost. This role requires a professional demeanor and the ability to interact effectively with faculty, campus administrators, staff, and students.
As an Executive Assistant, you will utilize independent judgment to manage competing priorities, address multiple demands, and respond to both internal and external stakeholders.
Key Responsibilities:
- Administrative Support for the President:
- Coordinate travel arrangements and itineraries.
- Prepare materials for trustee meetings and compile board documentation.
- Oversee budget monitoring and expense tracking.
- Conduct competitor research utilizing publicly available data.
- Maintain an organized electronic filing system for grant-related documents.
- Recruit and manage student employees.
- Assist with various projects as directed by the President.
- Administrative Support for the Provost:
- Organize travel, accommodations, and meetings for guest speakers and reviewers.
- Schedule venues and arrange catering for faculty meetings and special events.
- Maintain updated faculty lists for academic publications and events.
- Track faculty travel expenditures.
- Facilitate office relocations in collaboration with Facilities.
- Assist in gathering and analyzing academic program data.
- Manage office supplies and process purchase orders as necessary.
- Handle invoices and reimbursement requests.
- Support faculty appointment correspondence.
- Supervise student workers and approve their hours.
- Maintain the faculty meeting calendar.
- Coordinate the Departmental Fellows program.
- Monitor the Provost's email communications.
- Provide administrative assistance for academic societies.
- Engage in additional projects as assigned by the Provost.
Supervisory Duties:
This role includes direct supervision of student workers, adhering to college policies and employment regulations. Responsibilities include:
- Recruiting and training student staff.
- Assigning and overseeing work tasks.
- Evaluating performance and providing feedback.
- Managing employee recognition and disciplinary actions.
- Recommending salary adjustments.
- Addressing employee concerns and resolving issues.
Qualifications:
A Bachelor’s Degree is required, along with a minimum of three years of relevant administrative and supervisory experience. Candidates should possess:
- Strong oral and written communication skills for effective interaction with diverse groups.
- Proficiency in Microsoft Office Suite, Adobe Acrobat, Google Workspace, and ZOOM.
- Familiarity with AdAstra room scheduling and Workday systems is advantageous.
- The ability to collaborate in a team-oriented environment.
- Experience in grant management or research settings is beneficial.
- Demonstrated initiative, sound judgment, and the ability to work independently.
- Expertise in organization, problem-solving, and critical thinking.
- Proficiency in using standard office equipment.
About Carthage College:
Located on the scenic shores of Lake Michigan, Carthage College offers a rich blend of liberal arts education and innovative degree programs. Our vibrant campus is home to a diverse student body and is committed to fostering an inclusive community. We are dedicated to the success of our students and strive to create an environment where everyone can thrive.
Carthage College is an equal opportunity employer, welcoming applications from individuals of all backgrounds, including those from underrepresented groups.
