Academic Administrative Assistant

Academic Administrative Assistant

Description

• Are you an organized, community-minded professional looking to make an impact in higher education? As an Academic Administrative Assistant, you will serve as the central hub of the Physics Department and the Mathematics, Computer Science, & Statistics Department housed in Olin Hall and the Department of Health & Exercise Science and the Sport Management Program in the Lund Center at Gustavus Adolphus College. You will not only manage daily operations but also act as a steward of departmental resources and a mentor to student workers.

• This role is ideal for someone who thrives in a vibrant campus environment and enjoys a diverse range of responsibilities from tracking budgets and planning events to supporting faculty research and student success.

• Employment Status: Full-Time (.85 FTE), Benefits-Eligible, Non-exempt (Hourly)

• 40 hours/week for 40 weeks/year during the academic year; 15 hours/week during the remaining 12 weeks over the summer

• Note: This position offers a distinct work-life balance, with summers off while maintaining full benefits eligibility.

• Pay Range: $18.50-20.50 per hour

Main Responsibilities

• Financial & Budgetary Management

• Coordinate with the Finance Office, faculty, department chairs, and program directors to manage and track the budget and spending of faculty, departments, and programs within the building. This includes compiling, tracking, and reconciling receipts for spending and conference travel, as well as providing monthly budget reviews.

• Maintain office supplies and equipment and help coordinate faculty travel.

• Student Mentorship & Supervision

• Interview, hire, train, and supervise a team of student employees, managing their schedules, establishing their tasks, and providing professional guidance.

• Monitor and process time reports and the student employment budget.

• Act as liaison between the department and the Student Employment Office regarding student employment agreements.

• Serve as a welcoming resource for students, assisting with administrative needs such as declaring majors or assigning advisors.

• Faculty Support

• Oversee general office procedures, including managing faculty schedules, directing visitors, and serving as the liaison with Facilities and Technology Services to ensure the physical space effectively supports teaching and learning.

• Orient new faculty to general policies, procedures, equipment, and campus resources; sets up offices for new faculty.

• Assist with the implementation of faculty searches.

• Communications & Event Coordination

• Lead the planning and execution of departmental events, including guest lectures, student gatherings, and special projects.

• Coordinate schedule for evening/weekend use of department/building hall and room assignments, as requested.

• Attend department meetings and record meeting minutes.

• Department-Specific Support

• Within Olin Hall, act as primary contact for building, classroom, restroom, common area, office, key, and equipment maintenance, upkeep, and safety, collaborating with Facilities, Campus Safety, Gustavus Technology Services, and the Office of the Registrar.

• Prerequisites

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent.
• 2+ years of administrative support or similar experience.
• Strong written and verbal communication skills.
• A demonstrated commitment to fostering an inclusive work environment and the ability to communicate effectively with diverse populations.
• Proficiency in Google Workspace andMicrosoft Office Suite products.
• Experience managing and/or tracking a budget

PREFERRED QUALIFICATIONS:

• Associate’s degree or Bachelor’s degree.
• Experience in a higher education setting.
• Proficiency with creative tools for marketing (e.g., Canva) and social media management.
• Demonstrated ability in supervision and training (specifically student employment).

Gustavus offers competitive and comprehensive benefits which include:

• Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance

• Workplace accommodations for physical or mental health concerns

• Onsite health services

• Free parking, exercise classes, and use of library and athletic facilities

• Paid parental leave

• Employer contribution to retirement savings plan (after one year of employment)

• Tuition scholarships for dependents

• Tuition benefit plan for employees and spouse

• 13 paid Holidays + generous PTO plan

• Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, gender identity, or veteran status in its education or employment programs or activities.

• Gustavus Adolphus College is one of the nation’s leading private liberal arts colleges serving approximately 1,800 students. The College aspires to be a community of persons from diverse backgrounds who respect and affirm the dignity.

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