Administrative Assistant II at Colby College in Benton, Maine

Job Description:

Job Description
Department:Office of Community ValuesPay Rate Type:HourlyEmployee Type:Job Summary:The administrative assistant II will provide administrative support to the Office of Community Values (supervisor), the Title IX coordinator, the Assistant Dean of Students, the Office of Diversity, Equity, and Inclusion, and the Office of Religious and Spiritual Life. This position will field incoming calls and visitors and oversee the daily appointment calendar. Work will include providing administrative support for these offices, budget and expense oversight and reconciliation, coordinating correspondence and communications, and maintaining records and other documentation. This position requires a high degree of skill in communicating and interacting with students, parents, faculty, staff, and the general community. The position also requires computer proficiency and the ability to complete multiple projects and deadlines in a fast-moving office. The successful candidate will possess strong written and verbal communication skills; the ability to interact well with a variety of people from all aspects of the College and external community; high integrity to handle confidential information; meticulous attention to detail; and the ability to be flexible while working under pressure and accomplishing goals. The administrative assistant II must have excellent office skills, including word-processing ability, experience in organizing and maintaining digital files, experience in document preparation, basic accounting skills, and the ability to work well within a fast paced, high volume environment. Commitment to personal growth and development and the willingness to take initiative and assume responsibility for program areas are necessary for this position. The ideal candidate will be experienced in handling a wide range of administrative and support related tasks and will be able to work independently with little or no supervision. This person must be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
One day per week remote work is possible.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

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  Serve as the primary reception for the Office of Community Values, Title IX office and Assistant Dean of Students.

  
  


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  Provide varying degrees of administrative and clerical support for the 5 offices named in the description.

  
  


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  Community Values and Title IX offices:

  
  
  
  
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    Responsible for the department's office management (e.g. photocopying, filing, maintaining bulletin boards, ordering office supplies, etc.)

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

    
    
  
  
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    Organize daily appointment calendar for the Director of Community Values

    
    
  
  
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    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

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

    
    
  
  
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    Coordinate information management, keep archives and records, and organize

    
    
  
  
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    Hire, train, and guide student and summer employees

    
    
  
  
  
  


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  Assistant Dean of Students

  
  
  
  
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    General reception duty

    
    
  
  
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    Assist the Assistant Dean, Director of Student Engagement and Leadership, and the Director of Outdoor Education and Leadership with credit card reconciliation, event planning, simple administrative tasks (e.g. copying) and other small projects from time-to-time.

    
    
  
  
  
  


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  Office of Diversity, Equity and Inclusion

  
  
  
  
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    Assist with planning and facilitation of staff retreats, Pugh Center departmental events (including but not limited to Pugh Community Dinners, Senior Celebration, Families & Friends Commencement Open House), FLI and International Student Pre-Orientation, FLI Program events, International Programs events, and campus wide programs (including but not limited to MLK, Affinity Month Celebrations, etc)

    
    
  
  
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    Assist with setup as needed for departmental events including: invitation creation and mailing, tracking of RSVP responses, marketing, and working with Events & Scheduling Department and Dining Services to ensure room reservations and catering is adequate

    
    
  
  
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    Assist with transportation and travel logistics for Pugh Center, FLI, & International Program staff, participants, alumni, event speakers, vendors, etc

    
    
  
  
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    Initiate and process correspondence, documents, and travel arrangements associated with staff searches

    
    
  
  
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    Reconcile procurement card transactions for FLI and International Program staff

    
    
  
  
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    Initiate purchases and track payments for FLI, International, and Pugh Center staff

    
    
  
  
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    Inventory and maintain Pugh Center graduation regalia

    
    
  
  
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    Act as a liaison between Pugh Center and service provides (Pro Movers, Advance 1 Cleaners, B & E Laundry etc) to resolve issues

    
    
  
  
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    Order office supplies

    
    
  
  
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    Maintain printer/copier in Pugh Center

    
    
  
  
  
  


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  Office Office of Religious and Spiritual Life (ORSL)

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

    
    
  
  
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    Maintain departmental website including updating religious holidays calendar annually

    
    
  
  
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    Manage and track credit cards utilized by affiliated student organizations

    
    
  
  
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    Assist with procurement of supplies for Lorimer Chapel as needed

    
    
  
  
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    Oversee department credit card reconciliation; initiate and track payments through Workday; compile and maintain expense records

    
    
  
  
  
  


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  Common tasks

  
  
  
  
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    Assist with honorarium contracts as needed

    
    
  
  
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    Update department web pages as needed

    
    
  
  
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    Submit work orders to Facilities as needed

    
    
  
  
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    Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice

    
    
  
  
  
  

QUALIFICATIONS:

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

  
  


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  Two or more years of previous administrative professional experience required

  
  


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

  
  


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  Basic budgeting and accounting knowledge and/or experience

  
  


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  Attention to detail and accuracy

  
  


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  Ability to handle confidential information tactfully

  
  


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  Exceptional organizational and time management skills to manage multiple projects within deadlines, as well as the flexibility to adjust as new projects are assigned

  
  


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  Strong business English, proofreading, and spelling skills

  
  


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  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

  
  


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  Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned

  
  


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  Proven ability to function effectively under pressure; checks work to ensure accuracy and completeness

  
  


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  Demonstrated willingness to engage in continuous learning