Job Description

Department:

Student Engagement & Leadership Development and Outdoor Education

Pay Rate Type:

Hourly

Employee Type:

Job Summary:

The Administrative Assistant will report to the Assistant Dean of Students and will provide administrative support to the Director of Community Values, the Title IX Coordinator, the Dean for Community Engagement, the Dean for Religious and Spiritual Life, and the Director of Student Wellness. Responsibilities include, but are not limited to, budget and expense oversight and reconciliation, coordinating correspondence and communications, and maintaining records and other documentation. The Administrative Assistant serves as primary reception and fields incoming calls and visitors for the Director of Community Values, Assistant Dean of Students, Title IX Coordinator, and the Dean for Community Engagement and oversees their daily appointment calendars.

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.

• Serve as the primary reception for the Assistant Dean of Students, Director of Community Values, the Title IX Coordinator, and Dean of Community Engagement.

• Provide varying degrees of administrative and clerical support including, but not limited to,

  • Produce the correspondence associated with disciplinary action, schedule student meetings and support recording of disciplinary records.

  • Organize daily appointment calendars

  • Maintain a presence in the department’s front office; welcome visitors, and handle incoming calls from students, parents, faculty, staff, alumni, and the general community.

  • Oversee department credit card reconciliation; initiate and track payments through Workday; general budget management.

  • Coordinate information management, keep archives and records, and organize correspondence and files.

  • Hire, train, and guide student and summer employees.

  • Oversee day-to-day operations of the office (e.g. photocopying, filing, maintaining bulletin boards, ordering office supplies, etc.)

  • Assist with scheduling and hosting meetings and events including reserving spaces, ordering food and other logistical tasks.

  • Inventory and maintain graduation regalia.

  • Assist with honorarium contracts as needed.

  • Update department web pages as needed.

  • Submit work orders to facilities as needed.

  • Serve as primary backup to the Dean of the College/Dean of Students’ Executive Assistant.

Position Qualifications

Minimum Qualifications:

Education and/or Experience :

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

• A minimum of 1–3 years of previous administrative professional experience

• Highly developed computer skills including extensive experience with data entry, word processing, and computer system operations; significant experience with the Microsoft Office and Google Suite preferred

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

• Attention to detail and accuracy are critical

• Ability to handle confidential information tactfully

• Highly organized with the ability to manage multiple priorities and projects simultaneously, while maintaining accurate records, tracking deadlines, and meeting critical timelines

• 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

• Strong business English, proofreading, and spelling skills

• 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

• Strong interpersonal skills to build relationships across departments, work collaboratively, and resolve conflicts.

• Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adj