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Administrative Assistant (Libraries)

Job Details

Job Description
Department:
Miller Libraries - Staff
Pay Rate Type:
Hourly
Employee Type:
Job Summary:The administrative assistant II provides office management and a wide range of administrative support duties for the Colby College Libraries. This position supports the libraries in ways that enhance the effectiveness and reputation of the programs. Work involves the frequent exercise of sound judgment and initiative to see projects from beginning to completion. Frequent verbal and written communication is required 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

Colby College Libraries

Full-Time (40 hours) Non-Exempt; Hourly, Staff Appointment

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :
  • Provide office management and a wide range of administrative support duties for the director of libraries and the library leadership team, including calendar maintenance and meeting scheduling
  • Keep office accounts for library budgets, maintain detailed and itemized accounts in ways that support programmatic needs, assist directors with budget as needed
  • Maintain faculty personnel files and assist with all aspects of preparation of merit reviews and promotion dossiers
  • Assist the director of libraries with all aspects of position searches; assist with orienting new hires as they arrive in the libraries; Operate computer, software programs, web applications, e-mail, printers, photocopy machines, fax, and telephone systems; learn new computer and software systems as necessary to support the evolving needs of the libraries
  • Work with the exhibits and events committee in the libraries to oversee all aspects of events (publicity, registration, scheduling, catering, evaluation, maintaining records) and assist with preparation for guest speakers
  • Assist directors with preparation of annual review materials (binders, files, gathering copies of materials, mailings to outside reviewers, mailings to students, compiling and organizing materials)
  • Arrange for work orders with Facilities Services
  • Cultivate relationships with other College departments, programs and offices in order to efficiently manage scheduling, meetings and other interactions
  • Maintain and order office supplies and other items as needed,
  • Train and oversee student personnel as needed
  • 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 (written and verbal), and organizational skills with a high level of motivation and initiative
  • Attention to detail and accuracy are critical
  • Ability to handle confidential information tactfully
  • Strong business English, proofreading, and spelling skills
  • Must be able to work independently, exercise judgment, take initiative, solve problems, and manage multiple 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, Google applications, database applications, image editing software (e.g., Adobe Photoshop), as well as an interest in and ability to learn new programs
  • Effective event management skills
  • Ability to make an impact through work as a member of a team and diverse community
  • Inclination and skills to promote the mission and goals of the programs and institution
KEY RELATIONSHIPS :

This position is supervised by the Director of the Colby College Libraries. The administrative assistant will also work closely with the Libraries’ assistant directors, and interact with member of the Colby community within and beyond the libraries regularly. This is an office position without opportunities for teaching or student advising.

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.

CONDITIONS OF EMPLOYMENT :

Successful and satisfactory completion of a background check (including a criminal records check). All students, faculty, and staff who are present on campus must be vaccinated and boosted against COVID-19, unless granted an exemption or accommodation by the College.

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 (Libraries) - 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

Colby College

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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