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Administrative Assistant (Security)

Employer
Colby College
Location
Maine, United States
Salary
Salary Not Specified
Start date
Sep 7, 2023

Job Details

Job Description
Department:
Security
Pay Rate Type:
Hourly
Employee Type:
Job Summary:Office of Security
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 Office of Security. This position splits duties by supporting security and the risk management team as well as serving as security dispatcher. Work involves the frequent exercise of sound judgment and initiative to see projects and tasks through to completion. Providing services to students, faculty, staff, and visitors, including answering calls, relaying information, and coordinating departmental communications, this position requires exceptional customer service skills and the ability to multitask. Verbal and written communication is required within the College and with outside individuals and agencies. 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 Office of Security and the leadership team as well as the risk management team
  • Responsible for the department’s office management (e.g. photocopying, searching for articles and forms, filing, maintaining bulletin boards, and mass mailings)
  • Answer telephones and in person requests for security related services
  • Communicate and receive information via radio to security officers in the field
  • Give informational assistance and promote good public relations
  • Answer calls for emergencies, which may include critical health and safety situations, and coordinating College protocol with outside emergency services
  • Direct incoming calls to proper destinations and take messages when needed
  • Communicate via radio with security officers in the field who may need assistance
  • Monitor closed circuit security cameras, as well as security, environmental, and fire alarm systems
  • Maintain an alertness for suspicious activities
  • Relay any necessary information in a timely manner while coordinating security department communications
  • Assist with information management, record keeping, and reporting systems
  • Attend and draft minutes for the department meetings
  • Support the scheduling of department related meetings
  • Update the department’s website and social media postings
  • Maintain office supplies and equipment
  • Arrange for work orders with Facilities Services
  • Track accounting for departmental budget
  • Assist the director with all aspects of position searches; assist with orienting new hires as they arrive in the department
  • Provide exemplary customer service skills both over the phone and in person and ensure positive interactions with the Colby community at large
  • 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
  • Campus security experience preferred
  • Must present a neat, clean, and professional image
  • Ability to be reliable, responsible, and dependable, and fulfill obligations
  • Well-developed public relations skills; be able to perform duties in a flexible, non-confrontational environment; work with members of a diverse community; and utilize diplomacy and tact in dealing with sensitive situations
  • Ability to use a two-way radio and base station
  • Familiarity with access control and records management systems desirable
  • 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
  • Ability to make an impact through work as a member of a team and diverse community
KEY RELATIONSHIPS :

This position is supervised by the director of the security. The administrative assistant will also work closely with the director of risk management and interact with member of the Colby community within and beyond the department regularly.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

General open office and campus environment. Position involves long periods of sitting. Occasional walking, standing, bending, twisting, and lifting is required. CCTV monitoring and 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.

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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