Administrative Assistant II (Admissions and Financial Aid)

Maine, United States
Salary Not Specified
Jul 30, 2020
Employment Level
Employment Type
Full Time
Job Description
Admissions and Financial Aid Operations
Pay Rate Type:
Employee Type:
Job Summary:The administrative assistant will provide administrative support to the Office of Admissions and Financial Aid. This position will be cross-trained to support a variety of functions within the department. The ideal candidate will be experienced in handling a wide range of administrative and support related tasks and will be able to work independently. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.


  • Respond to students, families, school counselors, and others via phone and email
  • Process application and financial aid materials and maintain application files
  • Perform significant data entry, record keeping, mail merging, filing, and proofing of student inquiry and applicant information
  • Prepare, proofread, and print letters, emails, and other communications
  • Coordinate administrative operations to support a team of admissions and financial aid staff
  • Provide support for events and travel arrangements for internal and external constituencies including scheduling locations and catering, setting up for events, budgeting, and contract and travel arrangements
  • Help prepare files/data as requested by other departments
  • Generate letters and send emails to prospective students
  • Assist in mailroom operations as needed, creating, printing, and posting a wide range of mailings
  • Reconcile travel receipts and documentation for monthly expense reports
  • Train and assist student workers
  • Cover front desk as needed, greet visitors, respond to inquiries by email and phone, and schedule interviews and tours
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


  • High school diploma or equivalent required; additional coursework or post-secondary education preferred
  • 1-3 years of previous administrative professional experience involving data entry, word processing, and computer system operations, with significant experience with the Microsoft Office Suite preferred
  • Ability to quickly become proficient in the admissions and financial aid database programs, as well as an interest and ability to learn other programs
  • Ability to handle confidential information with discretion
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation
  • Attention to detail and accuracy are critical
  • Working knowledge of business English, proofreading, and spelling skills
  • Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned
  • Ability to make an impact through work as a member of a team and diverse community


This position has significant interaction with all members of the admissions team, as well as faculty and staff across campus, high school and college students, parents, vendors, visitors, and other constituents of the College.


General open office and campus environment. Position involves sitting, although frequent movement is necessary. Occasional lifting is required. Computer usage involving repetitive hand/wrist motion is also necessary.


Interested candidates should apply electronically via the Colby Careers site. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Administrative Assistant (Admissions and Financial Aid) - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855

A review of applications will begin immediately and will continue until the position is filled.

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