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Administrative Assistant (Security)

Colby College
Maine, United States
Salary Not Specified
Posted Date
Sep 7, 2023
Job Description
Pay Rate Type:
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.

  • 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
  • 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

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.


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.


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


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.

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