Administrative Assistant II

3 weeks ago

Waterville, United States Colby College Full time
Job Description
Department:
Admissions and Financial Aid OperationsPay Rate Type:
HourlyEmployee Type:
Job Summary:
Prospective candidates are required to submit both a cover letter AND resume.

The administrative assistant provides a team of admissions and financial aid officers with operational and project support, communicates regularly with external constituents, devotes significant time to maintaining accurate records through data entry and document uploads, and participates in a variety of administrative and organizational functions within the department.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
  • Manage a portfolio of one or more enrollment operations projects, including but not limited to coordinating the Office of Admissions and Financial Aid's building management initiatives, work order and supply procurements, document processing and verifications, and international student I-20 processing and issuance
  • Assist in the collection, preparation, reporting, and distribution of key data and documents for internal and external partners
  • Provide operational support to a group of admissions and financial aid officers, assisting with calendar and travel management, meeting and event coordination, travel receipt and expense report reconciliation, invoice processing, and communication with external stakeholders. Perform a variety of administrative duties including significant admissions and financial aid data entry, document scanning and uploads, real-time record keeping, mail merging, filing, and regular updating of prospect and applicant information
  • Ensure timely, professional, and informative communication with admissions and financial aid constituents in person, via email, and by phone
  • Provide support for major events, including but not limited to participating in pre-event day setup, execution, tear down, and post-event clean-up and processing.
  • Prepare, proofread, and print letters, emails, and other communications for a variety of project leaders and constituents
  • Assist in mailroom operations, sorting, receiving, and posting a wide range of mailings
  • Provide coverage at the registration desk as needed, greeting visitors, responding to inquiries, and coordinating campus tours
  • 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; additional coursework or post-secondary education preferred
  • Previous administrative professional experience involving data entry, word processing, and computer system operations, with significant experience with the Microsoft Office Suite and Google Workspace preferred
  • Ability to quickly become proficient in the admissions and financial aid database programs, as well as an interest and ability to learn other programs
  • Ability to handle confidential information with discretion
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation
  • Outstanding oral and written communication skills
  • Strong, self-motivated work ethic, high energy, and competitive spirit
  • Attention to detail and accuracy are critical
  • Working knowledge of 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
  • Appreciation for the value of a liberal arts education and of diverse cultures, backgrounds, and experiences • Must possess creative initiative, flexibility, and ability to exercise discretion
  • Proven ability to work both independently and collaboratively as a member of a diverse community


KEY RELATIONSHIPS:

This position has significant interaction with all members of the admissions and financial aid teams, as well as faculty and staff across campus, high school and college students, parents, vendors, visitors, and other constituents of the College.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

General open 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.

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