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Administrative Assistant II Biology

Colby College
Colby College

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Job Details

Job location: Colby College

Employment Type: Full-time
Posted data: 2021-12-07
Req: R0000606
Job DescriptionDepartment:Biology - StaffPay Rate Type:HourlyEmployee Type:Job Summary:The administrative assistant will provide a wide range of office management and administrative support for the Department of Biology. The position will assist with essential links between the academic program and co-curricular activities including internships, fellowships, global experiences, and post-graduate opportunities. 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 within the College and with outside individuals and agencies. An important function of this position is to develop relationships with students, faculty, and alumni and to facilitate connections within and across these groups. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

Administrative Assistant II

Department of Biology

Full-Time, Non-Exempt, Hourly, Staff Appointment


  • Provide administrative support for faculty and staff in the department
  • Maintain accounting for departmental budget centers, including all departmental billing and payments; maintain credit card account for all departmental purchases; process contracts for freelance service providers
  • Process contracts for service providers and contractors
  • Support in managing research grants and other funds
  • Oversee the department’s office operations (receive and respond to inquiries, welcome guests, distribute mail following appropriate safety and handling guidelines, maintain and order supplies and equipment, arrange work orders with Facilities Services, support faculty office transitions and needs, train and oversee student workers, and their workflow, etc.)
  • Organize and maintain faculty personnel materials; maintain dossiers for faculty members’ tenure, promotion, and merit reviews and contract renewal materials; assist chair with all aspects of preparation of these materials
  • Support department with position searches including logistics, correspondence, and transition assistance
  • Maintain information management, record keeping, and reporting systems for the department; provide support for the curriculum (course scheduling, course and departmental proposals, etc.); assist in preparing for visiting team reviews
  • Collaborate with other campus offices including DavisConnects and the Office of Alumni Experience and Networks to support co-curricular activities such as internships, research experiences, global opportunities, and support an active and engaged alumni network
  • Work with the Office of Communications to update the department’s website and social media postings for outreach and to facilitate opportunities for students, create publicity for departmental programs and events
  • Support departmental events (reservations, invitations, publicity, catering needs, related travel/lodging, etc.)
  • Deliver administrative support for other programs overseen by department/program faculty
  • Provide team-based support as part of the academic administrative assistant team
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at short notice


  • High school diploma or equivalent required; professional coursework or Bachelor’s degree is preferred
  • 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
  • Commitment to support the academic mission and educational goals of the College and the departments/ programs being supported
  • Strong business English, proofreading, and spelling skills
  • Experience with webpage creation and maintenance is desired
  • Must be able to work independently, exercise judgment, and manage projects with minimal supervision
  • 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


This position has significant interactions with Colby faculty, staff, students, and other members of the campus community. This is an office position without opportunities for teaching or student advising.


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.


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 II (Biology) - 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.


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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