Administrative Assistant II, Education Department, Center for Teaching and Learning, Colby Writing

Job Description
Department:
Academic Support Services - Staff
Pay Rate Type:
Hourly
Employee Type:
Job Summary:The administrative assistant II provides office management and a wide range of administrative support duties for the Education Department, the Colby Writing Department (CWD), and the Center for Teaching and Learning (CTL). This position supports these programs 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. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

Administrative Assistant II

Education Department, Colby Writing Department, Center for Teaching and Learning

Full-Time academic year, 20 hours/week summer; Non-Exempt; Hourly; Staff Appointment

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

• Provide office management and a wide range of administrative support duties for the Education Department, the Colby Writing Department, and the Center for Teaching and Learning
• Keep office accounts for program budgets, maintain detailed and itemized accounts for programs in ways that support programmatic needs, assist directors with budget as needed
• Maintain faculty personnel files and course evaluation documents
• Assist chairs with all aspects of preparation of reviews (first year, sixth semester, merit), promotion and tenure dossiers
• Organize all aspects of event planning (publicity, registration, scheduling, catering, evaluation, maintaining records) and organize preparation for guest speakers (travel, lodging, entertainment, contracts, honoraria, reimbursements)
• Assist directors with all aspects of position searches (posting advertisements, coordination with the Office of the Provost and Human Resources, database entry, search committee access to materials, coordinating Zoom/phone interviews, coordinating on-campus interviews, following EEO documentation requirements); assist with new hires when they arrive in the program
• Serve as point person for programs in terms of giving out general information to both internal and external audiences
• 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 programs
• Maintain program websites including calendar-based updates to links, other updates to links and information, workshop registrations, other announcements, and images; assist with social media in support of programs
• Assist with all aspects of meeting scheduling (identifying times, sending invitations and reminders, reserving spaces, preparing materials)
• Maintain archival folders, including (but not limited to) W1 writing samples (both electronic and hard copy)
• 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
• Reserve rooms for exams and meetings
• Schedule meetings between personnel from multiple College departments/programs/offices
• Assist in preparing for Overseers visiting committees
• Maintain and order office supplies and other items as needed, ensures delivery to appropriate offices
• Perform all mail distribution for the programs
• Train and oversee student personnel; oversee their workflow
• 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
• Experience with webpage creation and maintenance is desired
• 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 chairs/director of the Education Department, the Colby Writing Department, and the Center for Teaching and Learning. While one of the chairs/director will serve as the primary supervisor for purposes of performance review, the administrative assistant is responsible to support all three programs. This support extends to the faculty in the Education Department as well as other faculty and staff members in the Colby Writing Department and the Center for Teaching and Learning. 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). All students, faculty, and staff who are present on campus must be vaccinated and boosted against COVID-19, unless granted an exemption or accommodation by the College.

TO APPLY :

Interested candidates should apply electronically by clicking the "Apply" button on the Colby College website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Administrative Assistant II (Education, CWD, CTL) - 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.