Administrative Assistant
Biology and EGE (Environment, Geography, and Earth Sciences)
Description
JOB SUMMARY: The primary purpose of this position is to perform administrative, secretarial, and clerical duties in a manner that supports the work of the Chairs, faculty, staff and students of the departments of Biology and EGE (Environment, Geography, and Earth Sciences).
Employment Type: Full-Time (.82 FTE), Non-Exempt (Hourly), and Benefits-Eligible
Pay Range: $18.00-$20.00 per hour
Review of applications will begin October 5 and continue until the position is filled.
MAIN RESPONSIBILITIES:
Responsibilities pertaining to both departments
- Management of budget for each department
- Assist budget preparation for each academic year
- Record departmental expenses and payments, reconcile monthly reports from the finance office, reconcile all department members’ Wells Fargo charges and submit monthly statements with invoices to the finance office
- Prepare requests for PO’s, RFP’s, and IFTs including reimbursement requests to Kendall Center for faculty travel expenditures, in a timely and accurate manner
- Track and record expenses of faculty research budgets, faculty grants, faculty travel fund, and faculty startup funds
- Perform administrative and secretarial responsibilities for both departments
- Maintain email aliases and Shared Drive memberships
- Manage office equipment (e.g., copiers/printers) and office supplies
- Photocopy/scan materials, assist with website, hallway displays, and digital signage, and handle incoming and outgoing mail
- Assist with logistics of departmental events (e.g., seminars, social events, and guest speakers)
- Help faculty identifying appropriate private testing accommodations for students
- Assist with contacts outside of Gustavus, including dissemination of information received regarding seminars, job opportunities, scholarships, internships, and graduate schools
- Support programmatic planning and operations
- Assist with course schedule preparations (e.g., proofreading and identifying room conflicts)
- Support for department searches
- Keep track of applicants’ information and materials submitted; organize applications
- Logistical support for on-campus visits, including schedules
- Assist with external department reviews (e.g., compile information; logistics of review visits)
- Maintain a record of all course offerings by compiling syllabi each semester
- Coordinate scholarship and student awards
- Support faculty and staff.
- Organize onboarding for new faculty in Biology and EGE (e.g., initial communications, requesting keys, checklist for arrival, orientation to department resources). Assist with offboarding for departing faculty and staff.
- Prepare office door postings of faculty schedules
- Other reasonable duties as assigned in support of Biology and EGE faculty and students.
Responsibilities specific to Biology
- Take minutes of department meetings (if needed).
- Generate and maintain Biology department records and assessment information
- Maintain statistical data for department planning. (e.g., course enrollments and retention, etc.)
- Maintain records of faculty and student research, graduate statistics, and student outcomes
- Maintain records of Major Field Test results and assessment data
- Assign students indicating interest in the major(s) to Biology/BMB advisors
- Provide support for students: provide and accept petition and honors thesis forms, reimbursements for lab expenses to individual students.
- Train and supervise Biology Office student workers.
Responsibilities specific to EGE
- Generate and maintain Biology department records and assessment information
- Maintain statistical data for department planning. (e.g., course enrollments and retention, etc.)
- Maintain records of faculty and student research, graduate statistics, and student outcomes
- Manage EGE student worker contracts (postings, contracts, approve/track hours)
Prerequisites
MINIMUM QUALIFICATIONS:
- High school degree or equivalent.
- One year of courses on office procedure and bookkeeping or two years of office experience.
- Knowledge of Microsoft Office (including Word, Excel, Outlook, and PowerPoint); and other standard office software.
PREFERRED QUALIFICATIONS:
- Experience with budget management.
- Additional software knowledge a plus (e.g., Google apps, Informer Web Reporting)
Application Procedures: To apply for this position, please continue the process on our website, www.gustavus.edu/humanresources/employment to complete the online application and submit your resume and any other supporting documents.
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.
Click on the following link to learn more about Gustavus’s campus-wide commitment to diversity, equity, and inclusion.
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 is one of the nation’s leading private liberal arts colleges serving approximately 2,000 students. The College aspires to be a community of persons from diverse backgrounds who respect and affirm the dignity of all people. Known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus is located on a scenic 340-acre hill in St. Peter, Minnesota only one hour southwest of the Twin Cities.
Contact
Kyle Chambers | [email protected] | 507-933-7541
Posted: Wed Sep 17, 2025
To apply, visit https://gustavus.edu/employment/job/2347
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