Administrative Specialist - Dean of Studies Office

Job Description
Department:
Dean of Studies
Pay Rate Type:
Hourly
Employee Type:
Job Summary:The administrative specialist will provide administrative support to the Office of the Dean of Studies and serve as the primary program support for the following areas: the class dean program, academic and learning support, academic success, and access and disability support services, as well as department and division-wide programs.

The ideal candidate will be experienced in handling a wide range of administrative and support-related tasks, and will be able to work independently with little or no supervision. This person must be well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people.

The administrative specialist will provide administrative support for the dean of studies, class advising deans, associate director of student access and disability services, and associate director of academic success including handling correspondence and communications, managing reception area, scheduling appointments and overseeing calendars, compiling various reports, maintenance of records and other documentation, project management, and assist in coordinating special events. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
  • Provide administrative and clerical support for assistant dean of students and director of the dean of studies office, class deans, associate director of student access and disability services, associate director of academic success, and support of programs
  • Produce end-of-the-year reports on usage of advising and academic support services
  • Provide support to the deans regarding all academic concerns; keep records of academic warnings and produce letters and reports; coordinate communication with students on probation and for the Committee on Academic Standing, and coordinate the Dean’s List announcements
  • Organize the study room application process in conjunction with the junior / senior class dean
  • Assist with the tutoring program and oversee support with academic departments
  • Oversee the laptop program in conjunction with the first-year class dean
  • Administer the Textbook Assistance Program and other financial access support programs
  • Provide support for the associate director of student access and disability services; assist with the scheduling of exam proctoring
  • Responsible for the department’s office management
  • Manage accounting for departmental budget centers, including all departmental billing and payments
  • Coordinate workflow for student employees
  • Update the department’s website
  • Assist in the coordination of the annual awards program, scholar’s reception, winter graduation celebration, and other special events
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


QUALIFICATIONS :

  • Associate’s degree or the equivalent in education and experience
  • Three or more years of previous administrative professional experience
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation
  • Attention to detail and accuracy are critical
  • Talent to handle confidential information with discretion
  • Experience with budgets and schedules required
  • Must be able to work independently and exercise judgment with minimal supervision
  • Exceptional organizational and time management skills to manage multiple projects simultaneously, as well as the flexibility to adjust as new projects are assigned
  • Demonstrated ability to function effectively under pressure; checks work to ensure accuracy and completeness
  • Highly developed computer skills including extensive experience using Microsoft Office Suite, Google Suite, email and web applications, as well as an interest in and ability to learn new programs
  • Talent to prioritize tasks and break down larger objectives into a work plan
  • Strong business English, proofreading, and spelling skills
  • Adept at working collaboratively in a complex environment
  • Able to form and maintain positive relationships with a broad range of individuals and commit to treating all members of the community with respect


KEY RELATIONSHIPS :

This position interacts with students, faculty and staff, parents and families, and outside constituencies.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

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

TO APPLY :

Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Administrative Specialist - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855