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Administrative Assistant II

Colby College
Colby College

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Job Details

Job DescriptionDepartment:Office of AdvancementPay Rate Type:HourlyEmployee Type:Job Summary:Propelled by visionary leadership, a compelling array of initiatives, and record fundraising in fiscal year 2017, Colby launched the largest fundraising campaign ever at a liberal arts college—$750 million—in October 2017. With the success of the Dare Northward campaign, the College will be known for a distinctive set of multidisciplinary academic offerings; an even more cohesive and accessible institutional culture for students from all backgrounds; the foremost art and athletic facilities in the educational sector; a welcoming, thriving, and dynamic surrounding community; increased global connections and resulting perspectives; the richest set of universal student experiences to enhance the Colby academic program; and the capacity to support the postgraduate success of every one of their students. As the Dare Northward campaign continues toward $1 billion, there are opportunities to join and support this dynamic fundraising office.

The administrative assistant provides administrative and clerical support within the Division of College Advancement. This position will be cross-trained to support a variety of functions within the department. The ideal candidate will be experienced in handling a wide range of administrative and support related tasks and will be able to work independently. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.


  • Perform data entry, record keeping, filing, and correction of alumni, parent, friend, foundation, and grant data in the Raiser’s Edge donor database; serve as a resource to train others on these functions

  • Assist with preparing new fund request forms and gift entry forms, and ensure correspondence, reporting, and proposal records are maintained in database

  • Research, prioritize, and follow up on incoming donor-related issues and concerns, including those of sensitive or confidential nature; determine appropriate course of action, referral, or response

  • Manage day-to-day building operations within Schair-Swenson-Watson Alumni Center for College Advancement, including but not limited to acting as a point of contact, overseeing building maintenance and housekeeping, repair and upgrades, and liaising with Campus Facilities department

  • Support the recruitment of new team members through liaising with HR, setting up interviews, and making travel arrangements

  • Provide support for events, travel, meeting, and site visit arrangements for internal and external constituencies, including scheduling locations and catering, setting up for events, budgeting, and contract and travel arrangements

  • Provide general back up support for other College Advancement administrative assistants as appropriate

  • Reconcile travel receipts and documentation for monthly expense reports for gift officers and presidential initiatives and principal gifts team

  • Prepare, proofread, and print letters, emails, and other communications, including at times gathering information from campus partners for reports to donors or foundations

  • Assist in mailroom operations as needed, creating, printing, and posting a wide range of mailings, including acknowledgment letters

  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


  • High school diploma or equivalent required; professional coursework or post-secondary education are a plus

  • 1-3 years of administrative professional experience involving data entry, word processing, and computer system operations, with significant experience with the Microsoft Office Suite preferred

  • Ability to quickly become proficient in the advancement database programs, as well as an interest and ability to learn other programs

  • Attention to detail and accuracy are critical

  • Ability to handle confidential information tactfully

  • Excellent interpersonal, communication, and organizational skills with a high level of motivation

  • Talent to manage multiple projects and priorities while working within deadlines to achieve ambitious goals

  • Ability to work collaboratively in a fast-moving environment and to make an impact through work as a member of a team and diverse community

  • Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned


This position is one of six administrative assistants who work as a team to support the division of College Advancement and will have direct contact with division staff. The position will also interact with other departments, faculty, staff, students, alumni, parents, and visitors.


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.


Interested candidates should apply electronically by clicking the "Apply Now" button on the Colby College website.

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:


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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