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Administrative Assistant II

Employer
Colby College
Location
Colby College

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Job Details

Job DescriptionDepartment:Center for Small Town Jewish Life - OperationsPay Rate Type:HourlyEmployee Type:Job Summary:The administrative assistant II provides office management and a wide range of administrative support duties for the Center for Small Town Jewish Life. This position supports the Center in ways that enhance the effectiveness and reputation of its operations and 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. Colby College is committed to a diverse and inclusive work environment where every member of the community feels a sense of respect and belonging.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  • Provide office management and a wide range of administrative support duties for the Center’s leadership, including but not limited to calendar maintenance, meeting scheduling, travel coordination, invoicing, reimbursements, program and office supply purchasing, and supplier/vendor coordination

  • Work with the Center’s staff to assist in all aspects of public and internal events (publicity, registration, scheduling, catering, evaluation, maintaining records), including the the Conference for Jewish Life and Fall Shabbaton as well as assist with preparation for other guest speakers and programs throughout the year

  • Keep office accounts for budgets, maintain detailed and itemized accounts in ways that support programmatic needs, assist directors with budget as needed, invoice and issue payments to vendors and program participants

  • Assist Center staff with a variety of day-to-day operational matters: operate computer and software programs, web applications, e-mail, printers, photocopy machines, fax, and telephone systems; learn new computer and software systems as necessary to support the evolving needs of the Center

  • Assist staff with preparation of materials for review of the Center’s advisory board

  • Assist staff in the preparation and distribution of advancement materials, maintaining annual calendar of appeals, tracking donations and preparing thank you letters

  • Arrange for work orders with Facilities Services

  • Cultivate relationships with other College departments, programs and offices in order to efficiently manage scheduling, meetings and other interactions

  • 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

  • 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 Deputy Director of the Center for Small Town Jewish Life. The administrative assistant will also work closely with the Center’s staff, and interact with members of the Colby community within and beyond the Center regularly. 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 evening and weekend work will be required as necessary. Occasional lifting is required. Computer usage involving repetitive hand/wrist motion is also necessary.

CONDITIONS OF EMPLOYMENT:

Successful and satisfactory completion of a background check (including a criminal records check).

TO APPLY:

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.

A review of applications will begin immediately and will continue until the position is filled.

Colby is a private, coeducational liberal arts college that admits students and makes employment decisions on the basis of the individual's qualifications to contribute to Colby's educational objectives and institutional needs. Colby College does not discriminate in its educational programs or employment on the basis of race, color, gender, sexual orientation, gender identity, disability, religion, national origin, age, marital status, genetic information, or military or veteran’s status. Colby is an equal opportunity employer and operates in accordance with federal and state laws regarding non-discrimination. Colby complies with Title IX, which prohibits discrimination on the basis of sex in an institution’s education programs and activities. Questions regarding Title IX may be referred to Colby’s Title IX coordinator or to the federal Office of Civil Rights. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college.

For more information about the College, please visit our website: www.colby.edu.

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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