JOB DESCRIPTION - Jennifer Bothun



0-16002000JOB DESCRIPTIONPOSITION TITLE:Academic Administrative Assistant (AAA) – Environmental StudiesREPORTS TO:Environmental Studies Department Chair PRIMARY FUNCTION: The Environmental Studies Academic Administrative Assistant at St. Olaf College is a grant funded, half-time position that provides targeted administrative support to the Environmental Studies Department, the Curator of Natural Lands, the Environmental Conversations pilot program, SustainAbilities and the Sustainability Catalyst.AREAS OF RESPONSIBILITY:Manage department officeAnswer phone calls, take messages, and answer student/visitor questions.Routinely update the department web site and other communication vehicles with input from faculty, staff, students and alumniGather information, layout, create and distribute department information and publicity, including bulletins and newsletters.Maintain detailed web sites and department support for off-campus environmental programs, especially, EnvScience in Australia semester.Maintain computerized databases and spreadsheets for monthly budgets, alumni, keys, enrollments, IR/IS/ Internships, Advanced Placement, student research, Distinction, etc. Organize, maintain, update and archive department files and records. Create and maintain database and web sites to organize class projects (EnvSt 399) and make them available to future students upon which to build/expand. Coordinate records and project reports/results with Academic Civic Engagement office regarding work affiliated with environmental studies and community partners upon which future courses may build.Maintain institutional dataset/database containing the institution’s sustainability numbers for use in EnvSt related courses, research and inquiry.Maintain departmental bulletin boards/information center in Regents Hall of Natural Science (news, special programs, jobs, internships, graduate and professional school opportunities). Assist with preparations, scheduling and publicity for conferences, department meetings, seminars, banquets and special occasions sponsored by the department.Supervise student workers.Provide support to department chairType, edit, and proofread department materials (correspondence, reports, and manuals).Work with chair to maintain paper and/or electronic records and workflow associated with the experiential component of the EnvSt major and concentration.Assist with major/concentration audits; deal with time sensitive material and confidential information; maintain email lists to contact student workers, faculty, special groups, etc. Make arrangements for seminars (speaker chosen by faculty) and support coordination of seminars/events between departments and programs that interface with EnvSt.Provide Support to Interdepartment and College-wide Environment/Sustainability Initiatives. All requests for support will be communicated through the Environmental Studies Department Chair.Natural Lands and Curator of Natural LandsPerform web site maintenance, updates and support for digital media and interactive interfaces.Digitize natural lands records, reports and research; work with STO library staff to house electronic information about natural lands in Bridge2.Environmental Conversations pilot program.Work with Director and cohort faculty to read applications, provide notifications, coordinate events and related publicity, maintain record of assessment activities, respond or direct inquiries and assist in report creation.Support Sustainability Catalyst, SustainAbilities & Sustainability Task ForceAssist with logistics for Sustainability related meetings, events and activities. Work with Residence Life to support SustainAbilities program and assist in coordination between SustainAbilities , EnvConversation and EnvSt Dept events.Assist Sustainabilty Task Force and Sustainability Catalyst in disseminating information to the STO community.Maintain institutional dataset/database containing the institution’s sustainability numbers for use in EnvSt related courses, research and inquiry.Perform other related duties as assignedSUPERVISORY RESPONSIBILITIES:Student workersCONTACTS:Department Chair, Faculty (15+) and staff members (1), Associate Dean of Interdisciplinary & General Studies, Academic Civic Engagement office, Curator of Natural Lands, Director of Environmental Conversations & EC Faculty, Sustainability Task Force, Sustainability Catalyst, Student Workers, Parents/Alumni, Prospective students & familyEDUCATION:Essential:Associates degree or certificate in business/administrative areaDesirable:Bachelor’s degreeEXPERIENCE:Essential:Three or more years of related experience; familiarity with PC and Mac formats; computer expertise to include word processing, database management, spreadsheets, social media and blogs (WordPress); excellent office management, public relations, and communications skillsDesirable: Four year college degree, five or more years of related experience, website maintenance, project coordinator experience, GIS experienceKNOWLEDGE, SKILLS, ABILITIES:Flexibility, enthusiasm, and ability to work with a broad range of constituents including faculty, staff, students, and the general public. A self-starter with the ability to prioritize tasks, effectively handles multiple projects at any given time, and works well under pressure and with minimal supervision. Confidentiality, discretion, and a pleasant, professional manner. PHYSICAL DEMANDS:NoneWORKING ENVIRONMENT:Office environment WORK SCHEDULE:FTE: 0.45Term: February – December 2014Shift: Campus Office Hours, 8:00 a.m. – 5:00 p.m.APPROVAL: Department Chair, Environmental StudiesDATE:January 2014 ................
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