Administrative Operations Coordinator, College Advancement
- Employer
- Colby College
- Location
- Maine, United States
- Salary
- Salary Not Specified
- Date posted
- Nov 24, 2021
View more
- Position Type
- Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
- Employment Level
- Administrative
- Employment Type
- Full Time
Job Details
Department:
Communications and Engagement
Pay Rate Type:
Salary
Employee Type:
Job Summary:College Advancement
Full-Time, Exempt, Salaried, Administrative Staff Appointment
The administrative operations coordinator is responsible for monitoring overall administrative functions, supervising administrative staff productivity, and ensuring that all tasks meet deadlines with high quality and efficiency. The coordinator works closely with department and program managers to ensure administrative staff are meeting the goals of each area. The successful candidate will perform diverse and complex functions that require strong attention to detail, independent judgment, and initiative. The position requires a track record of strong leadership and communication skills. This position must project a positive and professional attitude and image while maintaining a high level of confidentiality and integrity. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :
- Supervise, mentor, train, and manage the professional development of a team of administrative assistants
- Coordinate the weekly workflow and fulfillment of various administrative and operational tasks, including the timely processing of incoming data and documents and responsiveness to external and internal inquiries
- Review, evaluate, analyze, and make recommendations for service and/or process improvements and implementation
- Collaborate with the chief campaign officer to support work of the campaign cabinet (i.e. coordinate meetings, agendas, and plan campaign cabinet meetings); track campaign progress; and assist with prospect pool management
- Develop documents and presentations, conduct research, and gather the necessary information to ensure the accurate and high-quality distribution of relevant information to external constituents
- Maintain records and other documentation in advancement CRM according to College guidelines
- Oversee general office operation as building supervisor for the Schair-Swenson-Watson Alumni Center, including supply requisition and facilities work order coordination
- Assist in the coordination of departmental mailings, including letters, publications, and other correspondence throughout the year
- Manage special projects as determined by the director of operations
- Protect confidential and sensitive information and use precise discretion when disseminating information
- Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
- Bachelor’s degree or the equivalent in education and experience
- Minimum of two years of related work experience; prior supervisory experience preferred
- Proven experience successfully leading complex projects through completion
- Excellent communication and organizational skills
- Demonstrated ability to multitask in a fast-paced working environment
- High level of proficiency with technology, including superior skills with Microsoft Office software and Google suite
- Ability to anticipate potential problems and take initiative to implement resourceful, appropriate solutions
- Exceptional organizational and time management skills to supervise multiple projects as well as the flexibility to adjust to shifting priorities as new projects are assigned
- Able to perform effectively under pressure; check work to ensure accuracy and completeness; track and follow-up with others to ensure that agreements and commitments have been fulfilled
- Adept at exercising independent judgment in a highly visible and important environment based on knowledge of the College and the divisional/department leadership’s interests and priorities
- Talent to lead, influence, and provide direction as appropriate
- Demonstrated planning skills including a mastery of efficiency and responsiveness
- Ability to make an impact through work as a member of a team and diverse community
- Deep appreciation for Colby’s mission and values or possess a directly related background
This position has direct contact with the entire Division of College Advancement team, trustees, students, faculty, staff, vendors, and the community.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS :
General office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Some evening and weekend work required throughout the year to be determined by the needs of the department.
TO APPLY :
Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:
Administrative Operations Coordinator - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855
Company
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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