Academic Administrative Assistant - Physics & Psychology - Team South

St. Olaf College•Northfield, MN

13h•Onsite

About The Position

The Academic Administrative Assistant - Physics & Psychology - Team South is a salaried, non-exempt position within the Office of the Provost and Dean of the College. This role provides essential administrative support to department chairs, program directors, and faculty, ensuring the efficient operation of the Physics and Psychology departments. The position involves budget management, data preparation for planning and assessment, faculty recruitment support, class schedule design, and basic IT troubleshooting. Additionally, the role oversees departmental organization, manages websites and communications, coordinates events, supervises student workers, and collaborates with other campus departments. The position emphasizes a commitment to diversity and inclusion and requires completion of mandatory training.

Requirements

High school diploma or equivalent.
1+ year of office or administrative experience, or relevant experience.

Nice To Haves

Bachelor’s Degree.
3+ years office or administrative experience.
Experience working in an academic environment.

Responsibilities

Support department chairs, program directors, and faculty.
Provide administrative support to ensure efficient operation of office.
Monitor, manage and reconcile budgets.
Assist with accessing, manipulating and preparing of presentation data needed for departmental and program planning, assessment, accreditation and grant writing.
Assist chairs and search committees with all phases of tenure-track and term faculty recruitment and hiring.
Assist with design of class & lab schedule.
Provide orientation for faculty, basic classroom technology support, course materials as requested, and travel coordination.
Liaise with IT and perform basic troubleshooting for faculty members.
Oversee organization of department.
Keep records, order supplies, maintain equipment, manage bulletin boards and shared spaces.
Maintain department website, social media and newsletter.
Advertise student opportunities and organize materials.
Assist with logistics, preparations and publicity for all meetings and events sponsored by departments and programs.
Hire, train, supervise and approve timesheets for student workers including tutors and teaching assistants.
Collaborate and maintain relations with departments across campus.
Report building concerns and needs to Facilities.
Attend Academic Administrative Assistant (AAA) meetings and training sessions.
Provide support to and serve as a backup to other AAAs, departments and programs as needed.
Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
Complete and meet deadlines for required training and performance management cycle.
Perform other duties as assigned.