Administrative Assistant I/II, College Advancement

Colby College
Colby College

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Job Details

Job location: Colby College

Employment Type: Full-time
Posted data: 2021-10-13
Req: R0000528
Job DescriptionDepartment:Communications and EngagementPay Rate Type:HourlyEmployee Type:Job Summary:Division of College Advancement
Full-Time, Non-Exempt, Hourly, Staff Appointment

Over the past five years, outreach efforts to communicate the value and impact of a Colby education have resulted in more than doubling the number of students seeking admission to Colby and setting several institutional records for funds raised. Major initiatives made possible through Colby’s campaign, Dare Northward, are enriching the student experience and positioning Colby’s home city, Waterville, as a destination for the arts and culture.

Propelled by visionary leadership, a compelling array of initiatives, and record fundraising in fiscal year 2017, Colby launched the largest fundraising campaign ever at a liberal arts college—$750 million—in October 2017. With the success of the Dare Northward campaign, the College will be known for a distinctive set of multidisciplinary academic offerings; an even more cohesive and accessible institutional culture for students from all backgrounds; the foremost art and athletic facilities in the educational sector; a welcoming, thriving, and dynamic surrounding community; increased global connections and resulting perspectives; the richest set of universal student experiences to enhance the Colby academic program; and the capacity to support the postgraduate success of every one of their students.

Colby is seeking an administrative assistant I/II to join the Division of College Advancement. Reporting to the senior director of communications and engagement, the administrative assistant II provides administrative and clerical support to the senior director of communications and engagement and to the communications and engagement team when needed. The administrative assistant II will have the ability to work independently on projects, from conception to completion and must be comfortable working in an evolving, high pace environment while handling a wide variety of activities and confidential matters with discretion. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.


  • Provide efficient, proactive, and detail-oriented support for the senior director of communications and engagement, including calendar, travel arrangements, and expense management
  • Schedule meetings and conference rooms, prepare agendas and supporting documents, facilitate catering arrangements, and ensure technology set up as needed
  • Support video call-in meetings; work with remote staff to ensure their ability to participate in all meetings and learning opportunities within the division via video call-in software
  • Enter information into CRM system and other databases as needed
  • Maintain the confidentiality of all records and information
  • Answer phone calls and emails in a timely and professional manner
  • Operate all office equipment including personal computer and printer, photocopier, telephone, and fax
  • 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
  • A minimum of 1–3 years of previous administrative professional experience
  • Excellent communication (written and verbal) and organizational skills with a high level of motivation and initiative
  • Must possess exemplary interpersonal skills and the ability to interact with staff and management throughout the College and with external constituents
  • Attention to detail and accuracy are critical
  • Ability to handle confidential information tactfully
  • Talent to manage multiple projects and priorities while working within deadlines to achieve ambitious goals
  • Must be a motivated problem solver; able to work independently
  • Highly developed computer skills including extensive experience using Microsoft Office Suite; Google Suite; email, web, and database applications, as well as an interest in and ability to learn new computer programs with ease and in a self-guided manner; experience with a customer relationship management (CRM) system is a plus
  • Ability to work collaboratively in a complex and fast-moving environment and to make an impact through work as a member of a team and diverse community
  • Commitment to the core values of liberal arts education


This position will work closely with the senior director of communications and engagement as well as other members of the administrative staff in the Division of College Advancement and across campus. The position will also interact with other departments, faculty, staff, students, alumni, parents, and visitors.


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.


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. Materials should be addressed to:

Administrative Assistant I/II, College Advancement - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855


Working at Colby College 

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 57 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 1,850 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

Under the leadership of its new president, David A. Greene, Colby is building on this 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 plans for creating 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.

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