Job Description

Department:

Government - Staff

Pay Rate Type:

Hourly

Employee Type:

Job Summary:

The administrative assistant II will provide a wide range of office management and administrative support for the Departments/Programs of Anthropology, Government, Latin American Studies, and the Goldfarb Center. The administrative assistant II will report to the chairs of these departments/programs—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. The administrative assistant II will train and oversee student personnel. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

• Provide administrative and clerical support for faculty and staff in the department
• Responsible for the department’s office management
• Coordinate information management, record keeping, and reporting systems
• Maintain accounting for departmental budget centers, including all departmental billing and payments
• Process contracts for freelance service providers
• Oversee office supplies and requisitions
• Train and oversee student employees—including soliciting, hiring, supervising, and coordinating workflow
• Assist the organization of department lectures, faculty/student exhibitions, and other events
• Update the department’s website and social media postings
• Create publicity for departmental programs and events
• Attend and draft minutes for the department faculty meetings
• Organize the scheduling of courses
• Provide administrative support for other programs overseen by department/program faculty (for example, the Integrated Studies Program)
• Provide team-based support as part of the Academic Administrative Assistant team
• 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
• Commitment to support the academic mission and educational goals of the departments/programs/centers
• Strong business English, proofreading, and spelling skills
• Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned
• Talent to diffuse challenging customer contacts with tact and poise
• 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

KEY RELATIONSHIPS :

This position has significant interactions with the Departments of Anthropology, Government, Latin American Studies, Goldfarb Center, Colby employees and supervisors, students, and other members of the campus community. This is a full-time office position without opportunities for teaching or student advising.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

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.

TO APPLY :

Interested candidates should apply electronically by clicking the "Apply" button on the Colby College website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Administrative Assistant II (Anthropology, Government, Latin American Studies, Goldfarb Center) - 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.