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Administrative Assistant II

Colby College
Colby College

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Job Details

Job location: Colby College

Employment Type: Full-time
Posted data: 2022-02-04
Req: R0000608
Job DescriptionDepartment:Chemistry - 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 Chemistry. 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 Chemistry

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


  • Support the Chemistry Department via office management and administrative duties, create and maintain documents for department members and departmental operations
  • 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.)
  • Use a variety of modern software applications (e.g. Microsoft Office, Workday, & WordPress), and common office technology
  • Support departmental events (reservations, invitations, publicity, catering needs, related travel/lodging, etc.)
  • Maintain expenses, monetary transfers, and department finances including transactions and budgets for more than 20 unique college cost centers representing between $500,000 and $1,000,000 in funds annually, maintain credit card account for all departmental purchases
  • Process all Chemistry department account transactions within Workday such as direct vendor payments, expense reports, and fund transfers
  • Order chemicals and supplies, research pricing and product availability, work directly with vendors to acquire quotes, and place orders
  • Engage with internal campus offices such as the Office of Communications, DavisConnects, and the Office of Advancement to support co-curricular activities of the students in the department
  • Support other College programs overseen by faculty members in the department
  • Work as part of a collaborative team of academic administrative assistants
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at short notice


  • High school diploma or equivalent required; some post-secondary education is strongly 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 (Chemistry) - 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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