Faculty Administrative Specialist

Maine, United States
Salary Not Specified
Dec 11, 2020
Employment Level
Employment Type
Full Time
Job Description
Faculty Administration
Pay Rate Type:
Employee Type:
Job Summary:Office of the Provost and Dean of Faculty
Full-Time, Non-Exempt, Hourly, Staff Appointment

The faculty administrative specialist (FAS) will support the Office of the Provost and Dean of Faculty’s office with all aspects of the faculty lifecycle including faculty appointments, maintaining faculty records, and tracking academic schedules. Reporting to the assistant director of faculty human resources, the FAS will provide administrative support related to the faculty employment process including, but not limited to faculty searches, recruitment, and appointments, budgeting and reimbursement, faculty review, and faculty research support. A key member of a high-profile and fast- paced office, the FAS will need to exercise professionalism, sound judgment, initiative, problem-solving, multitasking, flexibility, and outstanding attention to detail. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.


  • Provide support to the assistant director of faculty human resources with all aspects of the faculty lifecycle
  • Post job ads at Colby and externally and maintain data for recruitment/staffing and other HR metrics; assist with maintenance of Interfolio (faculty recruitment site)
  • Assist with data entry and maintenance in Workday and Colby legacy systems
  • Assist in maintaining systems information and spreadsheets for all faculty appointments, including tenure and review dates, sabbatical eligibility, and key deadlines, as well as related faculty notification processes
  • Monitor faculty spending and reimbursements for divisional grants, start-up funding, Endowed Chair reimbursements, etc.
  • Produce Workday reports as necessary
  • Provide occasional administrative support for the office as delegated by the assistant director of faculty human resources
  • Refer or answer questions as needed for general department inquiries
  • Help create process improvements to increase efficiency in office functions
  • Assist faculty in troubleshooting Workday system access and various processes
  • Maintain faculty records
  • Participate in training and professional development sessions
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


  • Associate’s degree or the equivalent in education and experience
  • Three or more years of prior administrative/office experience
  • Knowledge of HR policies, procedures, and best practices preferred; experience with Workday desired
  • Familiarity with basic budget development, management, and monitoring a plus
  • Excellent interpersonal, communication and organizational skills, and the ability to handle confidential information
  • Advanced Microsoft Office skills; experience with database software and HCM systems preferred,
  • High level of professionalism; strong organizational, communication, and writing skills
  • Excellent decision-making, problem-solving, and analytical skills
  • Strong attention to detail; accuracy with data entry and analysis is essential
  • Ability to deal effectively with a wide range of people in a helpful, positive, and constructive way
  • Excellent time management skills; deadline-driven with proven ability to manage changing priorities
  • Ability to manage complex issues in a fast-paced, multi-tasking environment
  • Must be able to balance multiple projects and demands simultaneously
  • Ability to work independently and as a member of a team, establish priorities, and work collaboratively as a member of a diverse community


This position has significant interactions with the following offices: human resources, payroll, financial planning, accounts payable, IT, Colby card office, and institutional research. The FAS will also work closely with academic departments/programs, individual faculty members, administrative offices, staff, supervisors, students, and other members of the campus community. This is a full-time position without opportunities for teaching or student advising.


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


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

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