Academic Administrative Assistant
- Employer
- Colby College
- Location
- Colby College
View more categoriesView less categories
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Essential Functions
To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.
Oversee the department’s office operations
Receive and respond to inquiries and welcome guests of the department.
Distribute mail and packages, following appropriate safety and handling guidelines.
Arrange work orders with Facilities Services.
Train and oversee student workers.
Use a variety of software programs (e.g. Microsoft & Google Office Suites, Workday, & Wordpress), and common office technology.
Supporting the Chemistry Department via office management and administrative duties.
Oversee transactions and budgets for more than 20 unique college cost centers that represent between $500K and $1 Mil in funds annually.
Maintain credit card account for all departmental purchases.
Oversee/approve all departmental account transactions within Workday such as direct vendor payments, expense reports, and fund transfers.
Oversee the ordering of chemicals and supplies, including researching pricing and product availability. Work directly with vendors to acquire quotes and place orders.
Engage with internal organizations such as Communications, DavisConnects, College Advancement to support co-curricular activities of students in the department.
Work as part of a collaborative team of Academic Administrative Assistants.
Position Qualifications
Minimum Qualifications:
Education and Experience:
High school diploma or equivalent required
3+ 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
Commitment to support the academic mission and educational goals of the College and the departments/programs being supported
Strong business English, proofreading, and spelling skills
Must be able to work independently, exercise judgment and manage projects with minimal supervision
Highly developed computer skills including extensive experience using Microsoft and Google Office Suite, email and web 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
Preferred Qualifications:
Experience:
Some post-secondary education
Experience with web page creation and maintenance
Physical/Mental Demands
The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality with regard to employee data, documents, issues, etc., and respect privacy needs of employees and past employees with regard to the same.
The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.
There may be occurrences of employees, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.
There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor.
An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.
The overall work environment requires the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as well.
The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds.
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.
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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