Administrative Assistant II

Job Description
Department:
Academic Support Services - Staff
Pay Rate Type:
Hourly
Employee Type:
Job Summary:Departments of Classics, East Asian Studies, Jewish Studies, Philosophy, and Religious Studies
Full-Time Academic Year, Part-Time (20 Hours) Summer, Non-Exempt, Hourly, Staff Appointment

The administrative assistant II will provide a wide range of office management and administrative support for the Departments of Classics, East Asian Studies, Jewish Studies, Philosophy, and Religious Studies. 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. 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.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

• Provide administrative and clerical support for faculty and staff in the departments
• Responsible for the department’s office management (e.g. photocopying, searching for articles and forms, filing, maintaining bulletin boards, and mass mailings)
• Serve as “point person” for the department; answer students’ and visitors’ questions as appropriate
• Assist with information management, record keeping, and reporting systems
• Track accounting for departmental budget centers, including all departmental billing and payments; maintain credit card account for all departmental purchases
• Organize and maintain faculty personnel files and course evaluation documents
• Maintain dossiers for faculty members’ tenure, promotion, and merit reviews and contract renewal materials; assist Chairs with all aspects of preparation of these materials
• Process contracts for freelance service providers
• Support chairs with position searches including logistics and correspondence with candidates
• Organize all preparation for visitor lectures, guests, and student exhibitions (e.g. invitations, scheduling, travel and lodging, and any other lecture promotion)
• Create publicity for department events
• Organize departmental receptions and events, including College scheduling and catering
• Attend and draft minutes for the department faculty meetings
• Support the scheduling of courses
• Update the department’s website and social media postings
• Operate computer, software programs, web applications, e-mail, printers, photocopy machines, fax, and telephone systems
• Maintain office supplies and equipment
• Arrange for work orders with Facilities Services
• Reserve rooms for exams and meetings
• Schedule meetings between personnel from multiple College departments/offices
• Assist in preparing for Overseers visiting committees
• Train and oversee student personnel; oversee their workflow
• Perform all mail distribution for the department
• Work as part of the Academic Administrative Assistant team to provide mutual support (as possible and 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, 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
• 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 Classics, East Asian Studies, Philosophy, and Religious Studies; 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.

CONDITIONS OF EMPLOYMENT :

Successful and satisfactory completion of a background check (including a criminal records check).

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 II (Classics, East Asian Studies, Jewish Studies, Philosophy, and Religious Studies) - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855