Job Description
Department:
Student Engagement & Leadership Development and Outdoor Education
Pay Rate Type:
Hourly
Employee Type:
Job Summary:
The Administrative Assistant will report to the Assistant Dean of Students and will provide administrative support to the Director of Community Values, the Title IX Coordinator, the Dean for Community Engagement, the Dean for Religious and Spiritual Life, and the Director of Student Wellness. Responsibilities include, but are not limited to, budget and expense oversight and reconciliation, coordinating correspondence and communications, and maintaining records and other documentation. The Administrative Assistant serves as primary reception and fields incoming calls and visitors for the Director of Community Values, Assistant Dean of Students, Title IX Coordinator, and the Dean for Community Engagement and oversees their daily appointment calendars.
Essential Functions
To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.
Serve as the primary reception for the Assistant Dean of Students, Director of Community Values, the Title IX Coordinator, and Dean of Community Engagement.
Provide varying degrees of administrative and clerical support including, but not limited to,
Produce the correspondence associated with disciplinary action, schedule student meetings and support recording of disciplinary records.
Organize daily appointment calendars
Maintain a presence in the department’s front office; welcome visitors, and handle incoming calls from students, parents, faculty, staff, alumni, and the general community.
Oversee department credit card reconciliation; initiate and track payments through Workday; general budget management.
Coordinate information management, keep archives and records, and organize correspondence and files.
Hire, train, and guide student and summer employees.
Oversee day-to-day operations of the office (e.g. photocopying, filing, maintaining bulletin boards, ordering office supplies, etc.)
Assist with scheduling and hosting meetings and events including reserving spaces, ordering food and other logistical tasks.
Inventory and maintain graduation regalia.
Assist with honorarium contracts as needed.
Update department web pages as needed.
Submit work orders to facilities as needed.
Serve as primary backup to the Dean of the College/Dean of Students’ Executive Assistant.
Position Qualifications
Minimum Qualifications:
Education and/or Experience :
High school diploma or equivalent required; professional coursework or post-secondary education are a plus
A minimum of 1–3 years of previous administrative professional experience
Highly developed computer skills including extensive experience with data entry, word processing, and computer system operations; significant experience with the Microsoft Office and Google Suite preferred
Ability to quickly become proficient in the advancement database programs, as well as an interest in and ability to learn new programs
Attention to detail and accuracy are critical
Ability to handle confidential information tactfully
Highly organized with the ability to manage multiple priorities and projects simultaneously, while maintaining accurate records, tracking deadlines, and meeting critical timelines
Excellent interpersonal, communication, and organizational skills with a high level of motivation
Talent to manage multiple projects and priorities while working within deadlines to achieve ambitious goals
Strong business English, proofreading, and spelling skills
Ability to work collaboratively in a fast moving environment and to make an impact through work as a member of a team and diverse community
Strong interpersonal skills to build relationships across departments, work collaboratively, and resolve conflicts.
Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned.
Proven ability to function effectively under pressure; check work to ensure accuracy and completeness and maintain the highest standard of documentation.
Demonstrated willingness to engage in continuous learning
Demonstrated ability to provide high-level service to internal and external stakeholders, ensuring their needs are met and issues are resolved promptly.
Physical/Mental Demands
The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality with regard to employee data, documents, issues, etc., and respect privacy needs of employees and past employees with regard to the same.
The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.
There may be occurrences of employees, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.
There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor.
An employee must frequently lift and/or move up to 35 pounds and occasionally lift and/or move up to 50 pounds to perform essential position functions.
Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.
The overall work environment requires the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as well.
The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds.
To Apply:
Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application
