Administrative Assistant (Communications)

Employer
Colby College
Location
Maine, United States
Salary
Salary Not Specified
Posted Date
Jul 25, 2022

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Position Type
Faculty Positions, Communications, Other Communications, Administrative, Business & Administrative Affairs, Business & Administrative Support, Public Relations & Marketing (Campus), Conference & Special Event Administration
Employment Level
Administrative
Employment Type
Full Time
Job Description
Department:
Marketing and Communications
Pay Rate Type:
Hourly
Employee Type:
Job Summary:Office of Communications
Full-Time, Non-Exempt, Hourly, Staff Appointment

The administrative assistant will provide administrative support to the Office of Communications. 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.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
  • Assist with preparing presentations, documents, letters and rollout plans
  • Conduct research for lists, vendors, and special initiatives
  • Prepare, proofread, and print letters, emails, and other communications
  • Assist in mail processing as needed; creating, printing, and posting
  • Coordinate communications operations to support the communications team
  • Orchestrate award submissions for communications office
  • 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
  • Reconcile travel receipts and documentation for expense reports, as well as large vendor invoices
  • Support the recruitment of new team members through liaising with HR, setting up interviews, and making travel arrangements
  • Submit work orders on behalf of the team and obtain contractor paperwork including estimates and contracts
  • Coordinate large meetings (dial-ins/video) in the conference room
  • Communicate with facilities, events, & ITS about any changes/scheduling needs re: maintenance and other events that may interrupt office work
  • Train and assist student workers
  • Organize and restock supply closet and place all facilities requests
  • 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
  • Ability to operate all office equipment, including personal computer and printer, photocopier, telephone, and fax
  • Highly developed computer skills including experience using Microsoft Office Suite; Google Docs; email, web, and database applications, as well as an interest in and ability to learn new computer programs with ease and in a self-guided manner
  • Attention to detail and accuracy are critical
  • Ability to handle confidential information with discretion
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation
  • Working knowledge of business English, proofreading, and spelling skills
  • Talent to work collaboratively in a complex fast moving environment and to make an impact through work as a member of a team and diverse community
  • Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned
KEY RELATIONSHIPS:

This position has significant interaction with all members of the communications team, as well as faculty and staff across campus, and other constituents of the College.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

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.

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 Assistant (Communications) - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855


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