Administrative Assistant II Departments of French/Italian, German/Russian, Spanish
- Employer
- Colby College
- Location
- Maine, United States
- Salary
- Salary Not Specified
- Date posted
- Jul 27, 2021
View more
- Position Type
- Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
- Employment Level
- Administrative
- Employment Type
- Full Time
Job Details
Department:
German and Russian - Staff
Pay Rate Type:
Hourly
Employee Type:
Job Summary:The administrative assistant II will provide a wide range of office management and administrative support for the Departments of French/Italian, German/Russian, and Spanish. The position will report to the chairs of these departments, with one of the chairs serving as the reporting supervisor. Work involves the frequent exercise of sound judgment and initiative as well as the highest standards of professionalism in all aspects of the work—including the ability to maintain and preserve confidentiality of departmental materials and deliberations. Frequent verbal and written communication is required both within the College and with outside individuals and agencies. The administrative assistant II will train and oversee student personnel. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
Administrative Assistant II
Departments of French/Italian, German/Russian, Spanish
Full-Time Academic Year, Full-Time Summer, Non-Exempt, Hourly, Support Staff Appointment
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :
- Provide administrative and clerical support for faculty and staff in the departments
- Coordinate information management, record keeping, and reporting systems for the departments; provide support for the curriculum (course scheduling, course and departmental proposals, etc.); assist in preparing for Visiting Team reviews; attend and draft minutes for departmental faculty meetings
- Organize and maintain faculty personnel materials; maintain dossiers for faculty members’ tenure, promotion, and merit reviews and contract renewal materials; assist Chairs with all aspects of preparation of these materials
- Support departments with position searches including logistics, correspondence, and transition assistance
- Maintain accounting for departmental budget centers, including all departmental billing and payments; maintain credit card account for all departmental purchases; process contracts for freelance service providers
- Coordinate the departments’ office operations (receiving and responding to inquiries, welcoming guests, distributing mail, maintaining supplies and equipment, arranging work orders with Facilities Services, supporting faculty office transitions and needs, training and overseeing student workers and their workflow, etc.)
- Organize departmental scheduling and reservations
- Support departmental events (reservations, invitations, publicity, catering needs, related travel/lodging, etc.)
- Update the department’s website and social media postings
- Deliver administrative support for other programs overseen by department/program faculty
- Provide team-based support as part of the Academic Administrative Assistant team
- Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
QUALIFICATIONS :
- High school diploma or equivalent required; professional coursework or post-secondary education are a plus
- Three or more years of previous administrative professional experience
- Excellent interpersonal, communication, and organizational skills with a high level of motivation and initiative
- Attention to detail and accuracy are critical
- Ability to handle confidential information tactfully
- Commitment to support the academic mission and educational goals of the College and the departments/ programs being supported
- Strong business English, proofreading, and spelling skills
- Experience with webpage creation and maintenance is desired
- Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned
- Highly developed computer skills including extensive experience using Microsoft Office Suite, email and web applications, Email and the Internet, Google applications, database applications, WordPress, image editing software (e.g., Adobe Photoshop), as well as an interest in and ability to learn new programs
- Ability to make an impact through work as a member of a team and diverse community
KEY RELATIONSHIPS :
This position has significant interactions with the Departments of French/Italian, German/Russian, and Spanish; Colby faculty, staff, students, and other members of the campus community. This is an office position without opportunities for teaching or student advising.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS :
General 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.
TO APPLY :
Interested candidates should apply electronically by clicking the "Apply" button on the Colby College website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:
Administrative Assistant II (French/Italian, German/Russian, Spanish) - 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.
Company
Founded in 1813, Colby College is the 12th oldest liberal arts college in the United States.
Distinctive in its offerings, Colby provides an intimate, undergraduate-focused learning environment with a breadth of programs presenting students and faculty with unparalleled opportunities. A vibrant and fully integrated academic, residential, and cocurricular experience is sustained by a diverse and supportive community. Located in Waterville, Maine, Colby is a global institution with students representing nearly every U.S. state and approximately 70 countries.
Colby’s model provides the scale and impact of larger universities coupled with intensive learning in a community committed to scholarship and discovery, multidisciplinary approaches to integrated learning, study in the liberal arts, and leading-edge programs addressing the world’s most complex challenges. Its network of partnerships with prestigious cultural, research, medical, and business institutions extends educational and scholarly collaborations, providing students with unmatched experiences leading to postgraduate success.
The College’s wide variety of programs and labs provides students and the community access to unique experiences: the Colby College Museum of Art, the finest college art museum in the country, and the Lunder Institute for American Art have made the College a nationally and internationally recognized center for art scholarship; DavisConnects prepares students for lifelong success by combining a forward-thinking liberal arts education with extensive internship, research, and global opportunities for all students regardless of their personal networks and financial circumstances; and the 350,000-square-foot Harold Alfond Athletics and Recreation Center, is the most advanced and comprehensive NCAA D-III facility in the country. In fall 2021, Colby opened the Davis Institute for Artificial Intelligence, the first such institute at a liberal arts college. Colby’s new Island Campus, consisting of Allen and Benner islands, gives Colby a significant presence on the coast of Maine for a wide range of academic programs and activities and undisturbed environments ideal for conducting interdisciplinary experiences.
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