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Administrative Assistant II

Employer
Colby College
Location
Maine, United States
Salary
Salary Not Specified
Start date
Nov 21, 2023

Job Details

Job Description
Department:
Academic Support Services - Staff
Pay Rate Type:
Hourly
Employee Type:
Job Summary:Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 58 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of more than 2,300 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

In a period of fast-paced progress, Colby is building on its strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes the creation of innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics.

The administrative assistant II will provide a wide range of office management and administrative support for the Departments of African-American Studies, Environmental Studies, and Sociology. 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 as well as the highest standards of professionalism in all aspects of the work—including the ability to maintain and preserve confidentiality of departmental materials and deliberations. Frequent verbal and written communication is required both 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 administrative and clerical support for faculty and staff in the departments

  • Oversee the departments’ office operations
    • Serve as “point person” for the department; receive and respond to inquiries; welcome visitors; answer students’ and visitors’ questions as appropriate

    • Responsible for the department’s office logistics ( e.g. maintain office supplies and equipment, mail distribution, photocopying, searching for articles and forms, filing, maintaining bulletin boards, and mass mailings)

    • Oversee logistics regarding departmental spaces (seminar room, student carrel spaces, labs, etc.); arrange for work orders with Facilities Services

    • Support faculty office needs and transitions

    • Oversee use of the Environmental Studies vehicle; arrange for service, inspection, and registration of the vehicle; review authorized driver list with Security, ensuring that all authorized drivers have completed Colby certification training

    • Train and oversee student personnel; oversee their workflow

    • Operate computer, software programs, web applications, e-mail, printers, photocopy machines, fax, and telephone systems

    • Maintain and update digital monitors

    • Update the department’s website and social media postings

  • Track expenses, monetary transfers, and department finances
    • Process contracts for service providers and contractors

    • Track accounting for departmental budget centers, including all departmental billing and payments; maintain credit card account for all departmental purchases

    • Support faculty with tracking research grants and other funds

  • Provide support for personnel activities involving the department and its members
    • 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

    • Support chairs with position searches including logistics, correspondence, transition assistance, and onboarding support

  • Provide support for departmental events
    • Oversee departmental scheduling and reservations

    • 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

  • Provide support for departmental planning and curriculum

  • Assist with information management, record keeping, and reporting systems

  • Attend and draft minutes for the department faculty meetings

  • Provide support for the curriculum (course scheduling, course and departmental proposals, etc.)

  • Reserve rooms for exams and meetings

  • Schedule meetings between personnel from multiple College departments/offices

  • Assist in preparing for annual department reports as well as Visiting Team reviews

  • Contribute to institutional support

  • Work as part of the Academic Administrative Assistant team to provide mutual support (as possible and as needed)

  • Provide administrative support for other programs overseen by department/program faculty

  • Provide administrative support for division chairs as assigned

  • 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

  • Commitment to support the academic mission and educational goals of the College and the departments/ programs being supported

  • 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 French/Italian, German/Russian, and Spanish; 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).

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

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, caste, 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 cultural and ethnic diversity of our College.

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

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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