Administrative Assistant II Departments of French/Italian, German/Russian, Spanish

Employer
Colby College
Location
Maine, United States
Salary
Salary Not Specified
Closing date
Oct 1, 2021

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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 Description
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.

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