Job Description

Department:

Special Programs

Pay Rate Type:

Salary

Employee Type:

Job Summary:

The Office of Summer Programs develops, markets, manages, and executes programs that build on Colby’s brand and align with the College’s mission and institutional priorities to deliver outstanding educational opportunities to pre-college students, adult learners, other college students, and groups. The office plans and coordinates a wide variety of programs during the summer months and welcomes over 10,000 guests to campus. We are seeking a dynamic individual to provide administrative and managerial support to the office, including helping to plan and organize summer programs. A commitment to exemplary customer service is a must, along with extraordinary attention to detail, and the ability to adapt to a fast-paced environment with multiple deadline responsibilities. Please note: the peak work time for this position is June to August with limited time off availability during this period and requires the ability to work flexible hours which may include weekends and evenings.

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.

Reporting to the Dean of Summer Programs, the assistant director is responsible for the day-to-day scheduling and execution of summer program events, including booking, set-ups, work orders, and the on-site management of events.  The assistant director will possess strong project management, written, and verbal communication skills to work with and support a wide range of official, administrative, academic, and community-based events, with meticulous attention to detail, the ability to excel in a fast-paced and dynamic environment, and be flexible while working under pressure to accomplish goals.  To perform successfully in this position, an individual must be able to perform essential duties in exemplary fashion with minimal supervision, as well as possess the education and experience to relate to customers, faculty, and staff with diplomacy and be able to influence without authority to accomplish goals and achieve positive outcomes. 

• Provide efficient administrative support while maintaining the confidentiality of all records and information

• Create invoices and keep office accounts up to date using Workday and other programs

• Manage program logistical arrangements for registrations, catering, housing, room requirements, ITS, etc. using the appropriate management software and coordinate user requirements with supporting departments, including submitting work orders and requisitions, ordering supplies, and maintaining inventories

• In collaboration with the Dean of Summer Programs, convene regular meetings with Summer Program support departments to develop strategic partnerships with staff and faculty across campus to finalize planning for upcoming events and debrief on past programs

• Gather feedback on programs and use toward continuous improvement in service

• Help maintain Summer Programs website and social media presence

• Manage and process inquires, group intake forms, maintaining logs to manage communications

• Assist with group registrations and direct student assistants as required to provide concierge-level assistance to program guests

• Help manage student workers during summer programs, including training in collaboration with the Dean of Summer Programs

• In collaboration with the Dean of Summer Programs, conduct market research to help identify potential program sponsors and conduct peer institutional research as directed

• As the Summer Programs portfolio grows, other duties may be required

Position Qualifications

Minimum Qualifications:

Education and/or experience:

• Bachelor’s degree or equivalent in education and experience

• 3+ years of event and/or program management experience

• Strong writing, management and organizational skills

• Concierge-level approach to customer service

• Strong computer skills, including in-depth knowledge and experience with Excel, along with the ability to quickly learn Workday

• Ability to work collaboratively, with a high