Administrative Assistant II - Libraries

Job Description
Department:
Miller Libraries - Staff
Pay Rate Type:
Hourly
Employee Type:
Job Summary:Colby College Libraries
Full-Time (40 hours), Non-Exempt; Hourly, Staff Appointment

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

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).

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 (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.