Administrative Secretary - Development & Alumni Relations Research

Administrative Secretary - Development Research
Department:  Development & Alumni Relations
Date:  10/17/2012

Founded in 1813, Colby College is the 12th-oldest independent liberal arts college in the nation enrolling 1815 students who represent 46 states and more than 76 countries on a beautiful 713 acre campus in central Maine. Colby seeks an:

Full-time, Fiscal-year 40 hours per week

The administrative secretary reports to the Director of Research and provides administrative and clerical support to the Research Office (staff of two) by assisting with development research support, data management, biographic and fundraising systems support, and oversight of student personnel.

Essential Functions and Responsibilities:
• Assist the Research office with the various and daily tasks of the department, including retrieval of alumni files, assembling background materials, performing a variety of biographical searches (computer, hard copy, etc.), creating/customizing routine and special report requests.
• Serve as data entry point person for coding of all constituencies on the Prospect Database per visit reports, gift entry forms and miscellaneous documentation.
• Work collaboratively with Research Director and Admissions Office in tracking and reporting of legacy and development candidates; maintain and update master document on status of early decision candidates, and regular admit applicants; run profiles, perform basic research and prepare Excel spreadsheets for status/review meetings with Director of Research and Vice President of Development and Alumni Relations.
• Follow up on admissions decisions adding a notation in the parents’ RaisersEdge records for all applicants having a status other than accepted/reserved.
• Assume responsibility for the formalized procedure of deceasing constituents in the fundraising system, including staff notification of deceased alumni and prospects, document preparation procedures, copy and paste obituaries from the “PR” (press release) e-mails directly into fundraising software system Prepare deceased alumni files for transfer to Miller Library. Perform file reviews and background research on students for the incoming class year. Transfer biographical data from the FileMaker document to RaisersEdge (and/or train work study student to help with his task).
• Participate in researching and updating constituent biographical profiles as necessary.
• Perform general bookkeeping tasks including budget maintenance, processing invoices, ordering of supplies.
• Schedule meetings on Google Calendar and handle incoming mail
• Become proficient in using RaisersEdge; run periodic computer reports as needed (such as the Solicitor Prospect Totals report)
• Assist with confirming prospect status of those identified by electronic screening program(s).
• Assist the Assistant Research Director in working with the President’s Office and Major Gift solicitors in suggesting alumni candidates for inaugural representatives. Run Inaugural reports and pre-screen for review by Assistant Director of Research. Code RE records of invitees with information provided by the President’s Office.
• Perform annual ‘application retrieval’ process of seven-year-old alumni files in Eustis Administration building each summer (and/or train work study student to help with this task).
• Review weekly Commitment Report for leadership gifts/splashes of individuals
• Assist Data Services staff in finding lost alumni or confirming deaths as needed.
• Enter various data into the fund-raising system, including, but not limited to information from press releases acquired by the Research department, reunion booklets, etc.
• Maintain Research office filing system and upkeep of Research Library
• Other duties as assigned by Research Director (such as assisting with Reunion efforts each June).

• A High School degree required, post-secondary education strongly preferred
• 3 or more years of prior secretarial/office experience is necessary
• Must possess extensive computer skills, experience using word processing, spreadsheets, database applications, Email and the Internet, Excel, PowerPoint and Filemaker Pro as well as an interest in learning new programs
• Proven capability to balance multiple priorities successfully
• Must have a working knowledge of business English, proofreading, and spelling skills
• Must possess excellent communication and organizational skills, and the ability to handle confidential information
• Must be personable, accurate, and extremely attentive to detail
• Must have the ability to work independently and as a member of a team, establish priorities, and work collaboratively with members of a diverse community

General office and campus environment. Employee may interact with other administrative offices, faculty and staff, alumni, donors, and external groups.

Position involves sitting, although frequent movement is necessary. Walking, standing, bending, twisting and occasional lifting required. Computer usage involving repetitive hand/wrist motion is also necessary.

Interested candidates may apply electronically by clicking the "Apply Now" button below or please submit your letter of application, resume and the names and telephone numbers of three references to:


Administrative Secretary – Development Research - Search Committee
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.
Colby is a private, coeducational liberal arts college that admits students and makes employment decisions on the basis of the individual's qualifications to contribute to Colby's educational objectives and institutional needs. Colby College does not discriminate in its educational programs or employment on the basis of race, color, gender, sexual orientation, gender identity, disability, religion, national origin, age, marital status, genetic information, or military or veteran’s status. Colby is an equal opportunity employer and operates in accordance with federal and state laws regarding non-discrimination. Colby complies with Title IX, which prohibits discrimination on the basis of sex in an institution’s education programs and activities. Questions regarding Title IX may be referred to Colby’s Title IX coordinator or to the federal Office of Civil Rights. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college.

For more information about the College, please visit our web site: