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Administrative Assistant II, Education Department, Center for Teaching and Learning, Colby Writ...

Employer
Colby College
Location
Colby College

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Job Details

Job DescriptionDepartment:Academic Support Services - StaffPay Rate Type:HourlyEmployee Type:Job Summary:The administrative assistant II provides office management and a wide range of administrative support duties for the Education Department, the Colby Writing Department (CWD), and the Center for Teaching and Learning (CTL). This position supports these programs in ways that enhance the effectiveness and reputation of the programs. Work involves the frequent exercise of sound judgment and initiative to see projects from beginning to completion. Frequent verbal and written communication is required within the College and with outside individuals and agencies. The administrative assistant II will train and oversee student personnel. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

Administrative Assistant II

Education Department, Colby Writing Department, Center for Teaching and Learning

Full-Time academic year, 20 hours/week summer; Non-Exempt; Hourly; Staff Appointment

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  • Provide office management and a wide range of administrative support duties for the Education Department, the Colby Writing Department, and the Center for Teaching and Learning
  • Keep office accounts for program budgets, maintain detailed and itemized accounts for programs in ways that support programmatic needs, assist directors with budget as needed
  • Maintain faculty personnel files and course evaluation documents
  • Assist chairs with all aspects of preparation of reviews (first year, sixth semester, merit), promotion and tenure dossiers
  • Organize all aspects of event planning (publicity, registration, scheduling, catering, evaluation, maintaining records) and organize preparation for guest speakers (travel, lodging, entertainment, contracts, honoraria, reimbursements)
  • Assist directors with all aspects of position searches (posting advertisements, coordination with the Office of the Provost and Human Resources, database entry, search committee access to materials, coordinating Zoom/phone interviews, coordinating on-campus interviews, following EEO documentation requirements); assist with new hires when they arrive in the program
  • Serve as point person for programs in terms of giving out general information to both internal and external audiences
  • Operate computer, software programs, web applications, e-mail, printers, photocopy machines, fax, and telephone systems; learn new computer and software systems as necessary to support the programs
  • Maintain program websites including calendar-based updates to links, other updates to links and information, workshop registrations, other announcements, and images; assist with social media in support of programs
  • Assist with all aspects of meeting scheduling (identifying times, sending invitations and reminders, reserving spaces, preparing materials)
  • Maintain archival folders, including (but not limited to) W1 writing samples (both electronic and hard copy)
  • Assist directors with preparation of annual review materials (binders, files, gathering copies of materials, mailings to outside reviewers, mailings to students, compiling and organizing materials)
  • Arrange for work orders with Facilities Services
  • Reserve rooms for exams and meetings
  • Schedule meetings between personnel from multiple College departments/programs/offices
  • Assist in preparing for Overseers visiting committees
  • Maintain and order office supplies and other items as needed, ensures delivery to appropriate offices
  • Perform all mail distribution for the programs
  • Train and oversee student personnel; oversee their workflow
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice

QUALIFICATIONS:

  • 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 (written and verbal), 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
  • Must be able to work independently, exercise judgment, take initiative, solve problems, and manage multiple 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, database applications, image editing software (e.g., Adobe Photoshop), as well

as an interest in and ability to learn new programs

  • Effective event management skills
  • Ability to make an impact through work as a member of a team and diverse community
  • Inclination and skills to promote the mission and goals of the programs and institution

KEY RELATIONSHIPS:

This position is supervised by the chairs/director of the Education Department, the Colby Writing Department, and the Center for Teaching and Learning. While one of the chairs/director will serve as the primary supervisor for purposes of performance review, the administrative assistant is responsible to support all three programs. This support extends to the faculty in the Education Department as well as other faculty and staff members in the Colby Writing Department and the Center for Teaching and Learning. This is an office position without opportunities for teaching or student advising.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

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.

TO APPLY:

Interested candidates should apply electronically by clicking the "Apply" button on the Colby College website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Administrative Assistant II (Education, CWD, CTL) - 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.

Organization

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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