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Administrative Assistant II (Geology, Physics & Astronomy, Science, Technology, & Society)

Colby College
Colby College

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Job Details

Job DescriptionDepartment:Physics and Geology - StaffPay Rate Type:HourlyEmployee Type:Job Summary:The administrative assistant II will provide a wide range of office management and administrative support for the Departments of Geology; Physics and Astronomy; and Science, Technology and Society. The position will report to the chairs of these departments, with one of the chairs serving as the reporting supervisor. 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. The administrative assistant II will train and oversee student personnel. Colby College is committed to a diverse and inclusive work environment where every member of the community feels a sense of respect and belonging.


  • Provide administrative and clerical support for faculty and staff in the departments

  • Oversee the departments’ office operations

    • Responsible for the department’s office management (e.g. photocopying, searching for articles and forms, filing, maintaining bulletin boards, and mass mailings)

    • Serve as “point person” for the department; answer students’ and visitors’ questions as appropriate

    • Perform all mail distribution for the department

    • Maintain office supplies and equipment

    • Arrange for work orders with Facilities Services

    • Train and oversee student personnel; oversee their workflow

    • Operate computer, software programs, web applications, e-mail, printers, photocopy machines, fax, and telephone systems

    • Update the department’s website and social media postings

  • Track expenses, monetary transfers, and department finances

    • Process contracts for service providers and contractors

    • Track accounting for departmental budget centers, including all departmental billing and payments; maintain credit card account for all departmental purchases

    • Support faculty with tracking research grants and other funds

  • Provide support for personnel activities involving the department and its members

    • Organize and maintain faculty personnel files and course evaluation documents

    • Maintain dossiers for faculty members’ tenure, promotion, and merit reviews and contract renewal materials; assist Chairs with all aspects of preparation of these materials

    • Support chairs with position searches including logistics and correspondence with candidates

  • Planning and supporting events

    • Organize all preparation for visitor lectures, guests, and student exhibitions (e.g. invitations, scheduling, travel and lodging, and any other lecture promotion)

    • Create publicity for department events

    • Organize departmental receptions and events, including College scheduling and catering

  • Provide support for departmental planning and curriculum

    • Assist with information management, record keeping, and reporting systems

    • Attend and draft minutes for the department faculty meetings

    • Support the scheduling of courses

    • Reserve rooms for exams and meetings

    • Schedule meetings between personnel from multiple College departments/offices

    • Assist in preparing for Overseers visiting committees

  • Institutional support

    • Work as part of the Academic Administrative Assistant team to provide mutual support (as possible and as needed)

  • 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

  • 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

  • Commitment to support the academic mission and educational goals of the College and the departments/ programs being supported

  • 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, 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 the Departments of Geology; Physics and Astronomy; and Science, Technology and Society; 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.


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


Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers 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, caste, 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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