Administrative Assistant

Job DescriptionDepartment:Civic EngagementPay Rate Type:HourlyEmployee Type:Job Summary:The administrative assistant will provide administrative support to the Lawry Family Dean of Civic Engagement and the Associate Director of Civic Engagement. The administrative assistant will be experienced in handling a wide range of administrative and support-related tasks, including managing projects, handling correspondence and communications, overseeing the Chace Community Forum, scheduling appointments and maintaining calendars, compiling various reports, and coordinating special events.The ideal candidate will be able to work independently on projects, from conception to completion, and must be comfortable working in an evolving, high-paced environment while handling a wide variety of activities. This person must be well organized, flexible, and enjoy the administrative challenges of supporting a busy student-centered office.Essential FunctionsTo perform successfully in this position, an individual must be able to perform essential duties satisfactorily, possess the required education/experience, and apply the knowledge, skills, and abilities listed in a representative manner. 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 as needed. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:Provide administrative and clerical support for the Lawry Family Dean of Civic Engagement and the Associate Director of Civic Engagement.Responsible for Chace Community Forum booking requests, correspondence, supporting events and programs, including the EMS system.Provide support for a variety of special events and student programming, including scheduling, event set-up, online calendar management, budgeting, and all contract and travel arrangements.Contribute to and support end-of-the-year reports for various programs and services.Monitor, compile, and maintain program data for the Alfond Commons program and the Chace Forum, including the Omprakash Edge online learning platform.Establish and maintain various filing and records management systemsResponsible for the department’s office management (e.g. maintaining office supplies, photocopying, filing, maintaining bulletin boards, mass mailings, etc.)Manage accounting for departmental budget centers, including all departmental billing and payments.Hire, train, supervise, and coordinate workflow for student employeesSupport department meetings, prepare agendas and supporting documents, schedule conference rooms, and ensure technology set up as neededSupport recruitment of new team members through liaising with HR, setting up interviews, and making travel arrangementsMonitor, manage and update the Office of Civic Engagement student resource sitesOperate all office equipment, including personal computer, printer, shredder, photocopier, and telephoneMonitor, manage and respond to civic engagement email inquiries from students, faculty, staff and community membersResearch, compile, and prepare flyers, printed materials and print orders for all OCECP programs and eventsProvide support in project management, ensuring that key timelines and deadlines are met. Prepare for campus events and programs, including Days of Service, orientation, and student resource fairs.Produce the correspondence associated with community partner outreach, volunteer opportunities, surveys and assessments. 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 is a plusThree or more years of previous administrative professional experienceExcellent interpersonal, communication, and organizational skills with a high level of motivation and initiativeAttention to detail and accuracy are criticalAbility to handle confidential information with discretionMust be able to work independently, exercise judgment, and manage projects with minimal supervisionExceptional organizational and time management skills to manage multiple projects simultaneously and within deadlines, as well as the flexibility to adjust as new projects are assignedDemonstrated ability to function effectively under pressure; checks work to ensure accuracy and completeness.Highly developed computer skills, including extensive experience using Microsoft Office Suite, email and web applications, Google applications, as well as an interest in and ability to learn new programsTalent to prioritize tasks and break down larger objectives into a work planStrong business English, proofreading, and spelling skillsAdept at working collaboratively in a complex environmentAble to form and maintain positive relationships with a broad range of individuals and commit to treating all members of the community with respectPhysical/Mental DemandsThe 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 Now” button on the Colby College website. Please upload a cover letter and resume to your application.