Office Manager & Administrative Assistant — EPIC CoLab
January 15, 2020
Earlham College invites applications for the position of Office Manager & Administrative Assistant in the EPIC CoLab. This is a full-time (37.5 hours per week during the academic year, reduced summer hours), hourly staff position 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. Compensation also includes a benefits package.
The duties of the Office Manager & Administrative Assistant include providing administrative support for the CoLab – a collaborative workspace and unit that houses the Center for Environmental Leadership, the Center for Global Health, the Center for Entrepreneurship and Innovation, and the Center for Social Justice. The position requires knowledge and confidence in using personal computers, web-based software and technology platforms, and an eagerness to build relationships with students, faculty, and members of the public while representing the CoLab. Additionally, the position requires the successful candidate to be able to communicate complex information clearly to members of the campus community and beyond. This position reports to the CoLab Convener — a position that rotates among the EPIC Center Directors.
Primary Duties & Responsibilities
- Provide administrative support to the Center Directors as well as to the Environmental Leadership program and the Director of Foundation Relations and Sponsored Programs.
- Manage projects, and other support functions for all Directors.
- Coordinate meetings, appointments and travel arrangements.
- Coordinate reservations for CoLab space and make arrangements for events and meetings; including ordering catering, managing RSVP’s, and production of materials.
- Data entry using various technology platforms used by the Centers.
- Coordinate production and distribution of CoLab-related publications, materials, letters and emails working in collaboration with the CoLab Project Manager and Directors.
- Coordinate arrangements for events and meeting sponsored by the CoLab, including travel, room reservations, RSPV’s, hospitality and set-up.
- Manage recruitment, hiring, scheduling, training and supervision of student employees working collaboratively with the CoLab Project Manager.
- Process, monitor, track and report Center expenses as approved by the Directors.
- Maintain CoLab related files, records and other forms of data.
- Assist with on-campus marketing and promotion efforts for the CoLab.
- Assist with major events including Internship Fest, EPIC Expo, and other EPIC or CoLab related initiatives as needed.
- Take minutes as requested at programmatic meetings.
- Maintain professional appearance of the CoLab.
Experience & Qualifications
- A high school diploma or GED certificate is required.
- Relevant college coursework is preferred.
- Ability to prioritize and manage short-term, long-term, and recurring projects and duties, and to handle multiple assignments coming from different people simultaneously.
- Confirmed ability to manage budgets encompassing multiple projects and accounts.
- Background and familiarity with web-based technology, social media, word processing, and database management.
- Experience communicating with and supporting people from diverse backgrounds and an expressed commitment to uphold and further Earlham’s Diversity Aspirations Vision Statement.
- Excellent listening, speaking, writing, organizational and time management skills.
Please send 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, Indiana 47374-4095
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).