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Administrative Specialist - Dean of Studies Office

Job Details

Job Description
Department:
Dean of Studies
Pay Rate Type:
Hourly
Employee Type:
Job Summary:Office of the Dean of Studies
Full-Time, Non-Exempt, Hourly, Staff Appointment

The administrative specialist will provide administrative support to the Office of the Dean of Studies and serve as the primary program support for the following areas: the class dean program, academic and learning support, academic success, and access and disability support services, as well as department and division-wide programs. The ideal candidate will be experienced in handling a wide range of administrative and support-related tasks, and will be able to work independently with little or no supervision. This person must be well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people. The administrative specialist will provide administrative support for the assistant dean of student success, class advising deans, and associate director of academic success including handling correspondence and communications, managing reception area, scheduling appointments and overseeing calendars, compiling various reports, maintenance of records and other documentation, project management, and assisting in coordinating special events. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :
  • Provide administrative and clerical support for assistant dean of student success, class deans, student success and support case manager, and support of programs
  • Produce weekly and end-of-the-year reports on usage of advising and academic support services
  • Provide support to the deans regarding all academic concerns; keep records of academic warnings and produce letters and reports; coordinate communication with students on probation and for the Committee on Academic Standing, and coordinate the Dean’s List announcements
  • Responsible for the department’s office management, facilities, and catering orders
  • Assist with event setup as needed, including: invitation creation and mailing, tracking of RSVP responses, submission of catering requests, event room reservations and setup, and event advertising
  • Oversee accounting for departmental budget centers, including all departmental billing and payments
  • Maintain a presence in the department’s front office; welcome visitors, and handle incoming calls from students, parents, faculty, staff, alumni, and the general community
  • Respond to general student inquiries
  • Set-up learning consultant schedules, reserve rooms, and schedule initial appointments with learning consultants
  • Schedule monthly meetings with class deans and learning consultants
  • Hire, train, and guide student and summer employees, including office assistants; track employment hours for the Dean of Studies Office
  • Schedule interviews and campus visits of candidates for open positions in the office; book travel if necessary
  • Regularly update the department’s website; add Dean of Studies office posts and updates to ColbyNow
  • Compile the Dean of Studies monthly newsletter
  • Create initial student files with transcripts and other relevant documents for incoming cohort
  • Maintain up-to-date files on students, including confidential files and academic files
  • Assist in the coordination of the campus engagement fair, annual awards program, monthly advising the deans events, scholar’s reception, winter graduation celebration, and other special events
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
QUALIFICATIONS :
  • Associate’s degree or the equivalent in education and experience
  • Three or more years of previous administrative professional experience
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation
  • Attention to detail and accuracy are critical
  • Talent to handle confidential information with discretion
  • Experience with budgets and schedules required
  • Must be able to work independently and exercise judgment with minimal supervision
  • Exceptional organizational and time management skills to manage multiple projects within deadlines, as well as the flexibility to adjust as new projects are assigned
  • Demonstrated ability to function effectively under pressure; checks work to ensure accuracy and completeness
  • Highly developed computer skills including extensive experience using Microsoft Office Suite, Google Suite, Workday, email and web applications, as well as an interest in and ability to learn new programs
  • Talent to prioritize tasks and break down larger objectives into a work plan
  • Strong business English, proofreading, and spelling skills
  • Ability to work collaboratively in a fast moving environment and to make an impact through work as a member of a team and diverse community
  • Able to form and maintain positive relationships with a broad range of individuals and commit to treating all members of the community with respect
KEY RELATIONSHIPS :

This position interacts with students, faculty and staff, parents and families, and outside constituencies.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

General open office and campus environment. Position involves sitting, although frequent movement is necessary. 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 Careers website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

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


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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