Administrative Assistant (Campus Life)

Job Description
Department:
Community Living and Student Engagement
Pay Rate Type:
Hourly
Employee Type:
Job Summary:Office of Campus Life/Dean of the College Division
Full-Time, Non-Exempt, Hourly, Staff Appointment

Overview:
Reporting to the director of community living & student engagement, the administrative assistant provides support for the Office of Campus Life. The position requires frequent exercise of independent judgment and initiative. Extensive verbal and written communication is required within the College and with outside individuals and businesses. Excellent writing skills, computer proficiency, fiscal responsibility, and good interpersonal communication skills are necessary for the position.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

General Office Responsibilities:

• Perform receptionist duties, including transferring calls within the department and to other campus departments; Receive and direct all visitors and phone calls in the Office of Campus Life and provide high quality customer service
  
  
• Operate standard office equipment including telephone, computer, photocopier, printer, and fax machine; Arrange for equipment maintenance and resupply when needed
  
  
• Maintain basic office supplies, including paper and toner for printers, fax machine, and photocopier; Maintain supply of paper and toner
  
  
• Perform basic clerical work including maintenance of electronic documents and databases, filing, faxing, space reservations, and daily mail distribution
  
  
• Field and triage incoming emails to office email accounts to respond to general inquiries and concerns
  
  

• Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
  
  

Specific Responsibilities:

Supervision:

• Recruit, select, and train student desk employees
  
  
• Prepare and oversee daily student desk employee scheduling
  
  
• Use online payroll system to hire and approve payment for student workers
  
  
• Ensure accuracy of job titles, job descriptions, qualifications, and pay rates; ensure student pay is issued from correct cost centers
  
  
• Assist student workers and payroll office staff with student payroll questions
  
  

Budget Maintenance & Support:

• Monitor office and club/organization budgets; Research and resolve account discrepancies
  
  
• Assist student treasurers of SGA, SPB, and various clubs with budget issues
  
  
• Coordinate student reimbursements
  
  
• Support SGA, SPB, clubs/organizations, Mary Low Coffee House, and the Director of Community Living & Student Engagement with reconciliation of credit card purchases
  
  

Event Management

• Assist with special events coordinated by Campus Life, SPB, and various student groups; Tasks may include arranging for guest lodging and/or travel, reserving space on campus, arranging for catering, and assisting with completion of contracts and payment requests
  
  

Student Arrival/Departure/Transitions

• Assist the associate/assistant director of community living for Housing Operations with all logistical operational needs including but not limited to tracking residential room keys, submitting lock change requests, inventorying keys, key packet preparation
  
  
• Create, market/communicate, and track student airport/train station shuttles including arrival for pre-orientation, beginning of academic semesters, and College breaks.
  
  
• Work closely with contracted transportation companies to coordinate student manifests, transportation locations, and planning logistics.
  
  
• Serve as the main point of contact for students/families with questions and scheduling logistics.
  
  

Pre/Post Board

• Serve as the main point of contact and planning for pre/post board logistics and operations for the Office of Campus Life; Liaise with campus partners to inform about rosters, information, etc.
  
  
• Partner with Information Technology Services for preparation and distribution of necessary forms to collect student/budget information.
  
  
• Meet with Special Programs to ensure proper timeline of communication to students, faculty and staff.
  
  
• Track and manage daily submissions.
  
  

Website Maintenance & Editing

• Maintain regular edits of the track the Office of Campus Life web page and subpages
  
  

QUALIFICATIONS :

• A 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
  
  
• Ability to work in a quick pace environment while balancing multiple priorities
  
  
• 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, Google applications, 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 is a member of the Office of Campus Life team, which reports to the Office of the Dean of Students within the Dean of College Division at Colby. This position interacts with students, faculty, staff, families, and outside constituencies.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

Colby College is committed to a diverse and inclusive work environment where every member of the community feels a sense of respect and belonging.

• 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 College website. A review of applications will begin immediately and will continue until the position is filled.

ABOUT COLBY COLLEGE:

Founded in 1813, Colby is one of America’s most selective colleges . Located in Waterville, Maine near the banks of the beautiful Kennebec River, Colby College is one of the nation’s top liberal arts colleges. Colby’s focus on innovative and leading-edge programs that complement the traditional liberal arts—in areas such as artificial intelligence, data science, genomics and computational biology, climate change and the environment, the arts and humanities, public policy, and performance studies, distinguish Colby from other schools of its size. Colby extends its reach, impact, and opportunities through external partnerships with globally recognized laboratories and medical facilities, arts organizations, and a wide array of business partners. The campus boasts beautiful new facilities including the Harold Alfond Athletics and Recreation Center, a best-in-class complex that has become a center for student activity; the Paul J. Schupf Art Center, a downtown community-based arts building; the forthcoming Gordon Center for Creative and Performing Arts, which includes a start-of-the-art performance hall, studios, screening rooms, and a grand community space (opening in 2023). The College recently established the Island Campus in mid-coast Maine after acquiring the Allen and Benner Islands, once owned by the Wyeth family, to offer Colby students unique and timely cross disciplinary research opportunities in a range of academic disciplines, including the marine sciences and the arts.

Over the last seven years applications for admission have more than tripled, making Colby one of the most sought-after colleges in the country. The College’s unyielding commitment to diversity and inclusion is evident in its rapidly changing student population. In recent years Colby has doubled both the number of enrolled Pell-eligible students and the number of enrolled students of color. Colby students, who come from throughout the U.S. and more than 70 countries, demonstrate unprecedented highs on every measure of academic achievement. Investments in financial aid (a 111 percent increase since 2014, to $58.6 million annually) and new programs are ensuring that all members of the community can thrive in this dynamic environment. Colby has raised $700 million toward its $750 million Dare Northward campaign goal, which was the largest campaign goal for a liberal arts college when it launched in 2017. Since 2014, the College’s net assets have doubled to more than $2 billion, its record of fundraising has moved to the very top tier of liberal arts colleges, and it has rapidly expanded its faculty and staff to allow for new areas of inquiry, scholarship, and teaching, and to support record enrollments.

Colby is a private, coeducational liberal arts college that admits students and makes employment decisions on the basis of the individual's qualifications to contribute to Colby's educational objectives and institutional needs. Colby College does not discriminate in its educational programs or employment on the basis of race, color, gender, sexual orientation, gender identity, disability, religion, national origin, age, marital status, genetic information, or military or veteran’s status. Colby is an equal opportunity employer and operates in accordance with federal and state laws regarding non-discrimination. Colby complies with Title IX, which prohibits discrimination on the basis of sex in an institution’s education programs and activities. Questions regarding Title IX may be referred to Colby’s Title IX coordinator or to the federal Office of Civil Rights. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

For more information about the College, please visit our website: www.colby.edu