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Administrative Assistant - Human Resources

Colby College
Colby College
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Job Details

Job location: Colby College

Employment Type: Full-time
Posted data: 2021-12-21
Req: R0000617
Job DescriptionDepartment:Human ResourcesPay Rate Type:HourlyEmployee Type:Job Summary:Full-Time, Non-Exempt, Hourly, Staff Appointment

Provide high-level administrative support for the director and general administrative support to the HR, safety and talent development team members. Responsibilities include clerical and receptionist duties, scheduling meetings, database and web management, College directory and catalogue preparation, tracking and maintaining files, assisting team members with projects, and ordering office supplies. Work involves the frequent exercise of independent judgment and initiative. A variety of verbal and written communication within the College and with outside individuals and agencies is necessary. The successful candidate must be able to work appropriately with confidential information and oversee work-study students.
We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.


  • Provide administrative support for the director and oversee the administrative management of the office
  • Maintain director’s calendar, produce correspondence, data entry and processing of employment reports and lists/labels, and maintain electronic and paper files as appropriate
  • Coordinate the planning, organization, and tracking of multiple meetings and training seminars; schedule meetings and events for the department and individuals as requested
  • Record notes of meetings and prepare minutes
  • Act as first point of contact for the office, answer inquiries, provide information and coordinate work with other offices
  • Process employment verifications
  • Design and format PowerPoint presentations for director’s meetings
  • Operate computer, software applications, printers, photocopy machine, scanner, fax, and telephone systems; arrange for equipment maintenance when needed
  • Update Colby directory information in Workday and update administrative staff information for the College catalogue and reference manuals
  • Provide reporting on unemployment claims from the Maine Department of Labor while working with HR business partners to ensure accuracy
  • Assist with new hire paperwork and appointments for post-employment offer physical if necessary
  • Oversee HR calendar of events, team meetings, and project timelines
  • Maintain and update the Human Resources web site and accompanying web pages
  • Oversee Colby mortgage loan program, complete eligibility letters and work as liaison with partnering bank
  • Process and electronically track the College’s charitable giving program
  • Assist benefits specialist with answering questions and help employees with questions on forms if needed
  • Refer or answer questions in the absence of any team member
  • Pay office invoices and expenditures; track budgets for department
  • Coordinate office mailings for milestone events
  • Maintain department credit card charges within Workday
  • Assist with annual increase letters and benefit enrollment process
  • Help support summer employment process
  • Serve as liaison to Facilities Services for all related issues
  • Assist with placement of advertising on external sites
  • Train and oversee student workers, use Workday to hire and approve time for student workers
  • Complete on-line room reservations and daily mail distribution to staff
  • Maintain basic office supplies, including paper and toner for printers, fax machine, and photocopier, and other department supplies
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


  • A 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, 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
  • Accounting skills with prior budget and purchasing experience preferred
  • Must be able to work independently, exercise judgment, and manage 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, 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 interacts with faculty and staff, students, and visitors to the College as well as other outside constituencies.


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. Walking, standing, bending, twisting, and occasional lifting up to 25 pounds required.


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 HR - 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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