Position Information

Job Posting Number S01293

Position Title Administrative Assistant IV - College of Design and Engineering (0.86 FTE)

Department College of Design and Engineering Studies - 1345

Job Category Staff Posting

Position Type Part-Time

Work Location On Campus

Pay Type Hourly

Salary Range

$26.22 – $27.12/hr.

Compensation Practices

Experience is taken into consideration in the determination of salary offers. For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html

Position Details

This Administrative Assistant IV reports to the Director of the newly created College of Design and Engineering and is responsible for providing support for the Director, faculty, and students of the College.

Responsibilities include:

• Act as point of contact for the College; communicate effectively with faculty, staff, students, departments, and visitors.

• Assist with the preparation of reports and proposals, write correspondence and memorandums, and create flyers, brochures, and newsletters.

• Provide support for faculty searches, tenure and promotion cases, colloquia and special projects as needed.

• Manage/reconcile budgets and faculty research accounts.

• Process p-cards, A/P vouchers, travel reimbursements, and other financial transactions.

• Provide monthly financial reports to Department Chair and faculty of spending and balances.

• Oversee Payroll submissions and associated budgets of student workers, course assistants, and other student payments.

• Maintain databases and generate reports and mailing lists, maintain calendars and organize meetings, and manage office correspondence and procedures.

• Maintain confidential files for CoDES faculty, staff, and students.

• Assist in compiling course offerings using the Curriculum Development System.

• Liaison with departmental staff to manage crosslistings, edit material for course catalog and university publications.

• Assist in updating and maintaining major and minor requirements and details for the university catalog, including all major tracks, minor concentrations, and the 2-1-1-1 Dartmouth Engineering program.

• Oversee IDEAS Minor and Major Declaration request process, including providing students with information about the major and minor, communicating with and assigning major and minor advisors, and working with major track and minor concentration liaisons to update information related to the major and minor.

• Coordinate with individual major and minor advisors in reviewing student petitions, including credit transfer requests.

• Coordinate with IDEAS course instructors and procure supplies required for IDEA listed courses.

• Oversee scheduling of lab/classroom spaces.

• Coordinate the logistics for all program events, which includes scheduling, marketing, room reservations, transportation, travel and catering arrangements.

• Coordinate college-initiated field trips, including arranging transportation and admission fees.

• Update and maintain CoDES website (public facing) and Sharepoint (internal).

• Assist in the hiring of Makerspace Monitors and Course Assistants in Handshake.

• Support the Makerspace coordinator (supplies, maintenance, etc.).

• Oversee student workers as needed.

• Other duties as assigned.

This is an on-campus position.

This position is in the secretarial/clerical bargaining union. The position works 30hrs per week for 52 weeks per year for a total of 1,560 hours per year.

Minimum Qualifications

Associate’s degree and four years related experience or an equivalent combination of education, training and experience.

Ability to set priorities, prioritize and manage multiple responsibilities with minimal supervision, and attention to detail.

Demonstrated expertise MS Office and Google products, including Word, Excel, Google drive, SharePoint, and email applications.

Previous experience with webpage and database management applications.

Experience coordinating events.

Ability to work effectively with students, faculty, staff, and visitors.

Demonstrated commitment to work within a diverse environment and interact openly with individuals of different backgrounds.

Strong organizational skills.

Preferred Qualifications

Previous budget management experience.

Previous Workday experience.

Special Instructions to Applicants

The position is open until filled. For full consideration, please apply by April 11, 2024 when the first review of applications will begin.

Additional Information

All offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening (https://www.wesleyan.edu/hr/pdfs/Wesleyan%20University%20Background%20Check%20Policy_.pdf) and computer skills assessment to the satisfaction of Wesleyan University.

Benefits

Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans. We also offer flexible work schedules, employee and dependent tuition programs, as well as access to Wesleyan’s BLS & GLS programs for those who qualify (tuition is waived for up to 2 courses a term; some fees and taxes may apply).

Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html.

Quick Link https://careers.wesleyan.edu/postings/10371

Supplemental Questions