Job Description

Administrative Assistant IV

The Department of Earth and Environmental Sciences (E&ES) at Wesleyan University covers many aspects of the natural world, on Earth and on other planets. Our investigations range from active volcanoes to climate change and eco-conservation to the fate of water on Mars and the Moon. Reporting to the Chair of the Earth & Environmental Sciences Department, the Administrative Assistant IV is responsible for providing administrative support to the faculty, staff and students in the department.

Responsibilities Include:

• Provide support for faculty searches, tenure and promotion cases, colloquia, and special projects as needed.
• Maintain confidential files for faculty, department, and programs.
• Assist with the preparation of annual reports; write correspondence and memorandums; create flyers, brochures, newsletters, etc.
• Maintain databases and generate reports and mailing lists; maintain calendars and organize meetings; manage office correspondence and procedures; and, greet and work with students, faculty, visitors, and other constituencies.
• Provide brief weekly updates to chair and faculty on departmental issues.
• Manage and monitor department budget. Assist the Accounting Specialist with payroll, A/P vouchers, travel reimbursements, and other financial transactions.
• Coordinate logistics for speakers, colloquia, receptions, and other department events, including scheduling, publicity, room reservations, travel and catering arrangements, and related activities.
• Assist in compiling course offerings using the Curriculum Development System; liaison with departmental staff to manage cross-listings; edit material for course catalog and university publications.
• Assist with coordination of field trips, including van reservations and other logistics.
• Assign advisors to student majors, and update and maintain confidential student records.
• Serve as Graduate Student Program Coordinator: point of contact for applicants; facilitate application process; maintain graduate student files; coordinate oral exams and MA defenses; update graduate catalog information; liaison with Graduate Student Office as needed.
• Update and maintain Department website.
• Draft, edit and distribute a quarterly newsletter to E&ES alums, current students and faculty.
• Hire, assign tasks and manage office student workers. Facilitate hiring and payroll for department staff and student workers as needed.
• Assist and coordinate sending and receiving of sensitive samples and equipment.
• Open and close the Joe Webb Peoples Museum each day and assist and direct museum visitors.
• Other duties as assigned.

Minimum Qualifications

• Associate Degree and four years related experience or an equivalent combination, of education, training and experience.
• Demonstrated attention to detail.
• Demonstrated expertise in MS Word, Excel and Outlook.
• Working knowledge of webpage management and/or social media content creation applications.
• Familiarity with document servers and shared drives such as SharePoint and Google.
• Proven ability to manage multiple tasks and meet deadlines.
• Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds.

Preferred Qualifications

• Previous Slate experience.
• Budget management experience.

Position is open until filled. For full consideration, please apply by July 16, 2025 when first review of applications will begin. As part of your application, please upload a cover letter and resume.

Compensation: $27.27-$32.40 Work Location: On Campus

All offers to external applicants are contingent on the candidate's completion of a pre-employment background check screening to the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University's Clery Act Report are available on request and online at .

Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.

Detailed information on the benefits of working at Wesleyan is located at: .

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