Assistant to the Academic Dean
September 14, 2018
Earlham College invites applications for the position of Assistant to the Academic Dean. This is a full-time (37.5 hours per week), hourly staff position and includes a benefits package. The pay level is 8 (Administrative Assistant IV) with a starting rate of $14.05 per hour, with an increase to $14.20 per hour upon successful completion of 90-day introductory period.
The Assistant to the Dean is the primary staff support person to the Academic Dean of Earlham College.
Primary Duties & Responsibilities
Responsibilities include, but are not limited to, the following:
- Provide administrative support to the Academic Dean of Earlham College.
- Maintain the Academic Dean’s calendar.
- Create and maintain all Academic Affairs files.
- Collect and prepare materials for the Academic Affairs portion of the Board Book.
- Provide receptionist and secretarial duties: answer and direct questions from faculty, staff and other campus guests via phone, email and in person. Order supplies and specialty equipment.
- Collaborate with Executive Assistant to the President as needed.
- Manage the Professional Development Funds process and procedures for the Teaching Faculty.
- Manage evaluation process including soliciting and receiving materials, scheduling meetings, and maintaining all relevant files in strict adherence to process.
- Work with the Dean, FISC, and search committees to arrange interviews with teaching faculty candidates.
- Maintain financial records and files (invoices, purchase orders, credit card purchases, check warrants and petty cash).
- Reformat, create and proofread documents, curriculum materials, equipment manuals, letters, grant applications, newsletters, etc.
- Make photocopies and scan documents.
- Organize travel, lodging, registration, meetings etc., for the Academic Dean and for visitors to campus as needed.
- Organize departmental gatherings, retirement gatherings, and other gatherings as requested by the Dean.
- Take initiative and design new routines and materials that support the ongoing work of the teaching faculty.
- Assist department in maintaining the calendar of events & tasks throughout the year.
- In general, help maintain a professional and friendly atmosphere.
- Perform other duties as assigned.
Experience & Qualifications
- A high school diploma or GED certification is required; an associate degree or one to two years of experience working in a post-secondary academic environment is preferred.
- Computer training in Microsoft Office applications (Word and Excel), and ability to learn other computer software programs; facility with basic HTML for web pages, email and calendar.
- Must be able to work with minimal supervision, ability to multitask: handling several responsibilities at one time with potentially conflicting deadlines.
- Must be able to work with people from around the world, including those with limited skills in English.
- Excellent oral and written communication skills.
- Excellent phone etiquette skills to maintain a humane and friendly atmosphere.
- Demonstrated sensitivity to confidential matters.
Qualified employees wishing to be considered among the applicants for this position should notify their supervisors and the Human Resources Office promptly.
All applicants, internal or external, please submit a letter of application addressing the responsibilities of the position and qualifications of the applicant; resume; and the name, position title, email address and phone number of three professional references in a single PDF or MS Word file to:
Human Resources Office
801 National Road West
Richmond, IN 47374-4095
The review of applications will begin immediately and continue until the position is filled.
Application Form for Hourly Staff Positions
Earlham College is an Equal Opportunity Employer that seeks applications from candidates who contribute to diversity in terms of race, ethnicity, age, religious affiliation, gender, sexual orientation, gender identity, disability, and veteran status, among other distinctions and contributions. As a College with a Quaker identity, Earlham also is eager to solicit applications from members of the Religious Society of Friends (Quakers).