Job DescriptionDepartment:Government - StaffPay Rate Type:HourlyEmployee Type:Job Summary:The Administrative Assistant II will provide office management and a wide range of administrative support for the combined office supporting the department of Anthropology, Government, Latin American Studies, and Goldfarb Center for Public Affairs. Work involves the frequent exercise of sound judgment and initiative. 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. Colby College is committed to a diverse and inclusive work environment where every member of the community feels a sense of respect and belonging.

Administrative Assistant II

Departments of Anthropology, Government, Latin American Studies, Goldfarb Center for Public Affairs

Full-Time Academic Year, Part-Time (20 hours) Summer, Non-Exempt, Hourly, Support Staff Appointment

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Provide administrative and clerical support for faculty and staff in the department(s)

• 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

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

• Process contracts for freelance service providers

• Support faculty with tracking research grants and other funds

• 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

• 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

• Attend and draft minutes for the department faculty meetings

• Support the scheduling of courses

• Update the department’s website and social media postings

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

• Maintain office supplies and equipment

• Arrange for work orders with Facilities Services

• Reserve rooms for exams and meetings

• Schedule meetings between personnel from multiple College departments/offices

• Assist in preparing for Overseers visiting committees

• Train and oversee student personnel; oversee their workflow

• Perform all mail distribution for the department

• 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

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, 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, 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, database applications, 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

KEY RELATIONSHIPS:

This position has significant interaction with faculty, staff, peers, students, vendors, and the Colby community.

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.

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. Materials should be addressed to:

Administrative Assistant II Academic - 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.

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 diversity of our College, including its cultural and ethnic diversity.

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