Administrative Secretary - Capital Gifts & Gift Planning

Administrative Secretary - Capital Gifts & Gift Planning
Department:  Development & Alumni Relations
Date:  02/13/2013

Founded in 1813, Colby College in Waterville, Maine, is one of the nation's oldest and best independent liberal arts colleges, enrolling approximately 1,825 students. Colby is a national leader in research and project-based undergraduate learning, and the depth of student-faculty interaction and collaboration is unparalleled. Colby embraces and honors a 200 year tradition of fostering intellectual and personal growth with graduates emerging as conscientious, committed, courageous and inspired leaders ready to make a profound impact on their world. Colby is a national leader in environmental sustainability and education with award-winning campus greening initiatives and academic program. Colby invites applications for the position of:


The administrative secretary will provide office and clerical support for the Director of Capital Gifts/Gift Planning and two development officers. This position requires extensive telephone contact, strong verbal skills, good judgment, initiative and an ability to “think on one’s feet.” This work also requires the use of word processing, spreadsheets, and database applications. Frequent verbal and written communication is required within the College and with outside individuals and agencies.

• Coordinate travel arrangements and prepares trip materials.
• Extensive coordination of calendars for the Director of Capital Gifts/Gift Planning and two development officers.
• Support accounting for departmental budget.
• Operate all office equipment including computer, utilizing Microsoft Word, Excel, and PowerPoint, database applications, electronic calendar and duplication equipment.
• Prepare reports, agendas and materials for departmental meetings.
• Proof and process letters, proposals, contact reports, etc.
• An ability to learn and become an expert user of the prospect database which will include running reports such as benchmarking, profiles, prospect lists and various queries in a timely and accurate manner.
• Answer telephone to provide information, take messages, and schedule appointments.
• Process expense reports and check requisitions.
• Work well with members of a diverse community.
• Work as a team player in the department.
• Perform various other duties as assigned.

• A High School degree required, post-secondary education strongly preferred.
• Three or more years of prior secretarial/office experience.
• Extensive computer skills, experience using word processing, spreadsheets, database applications, email and the Internet, Excel, PowerPoint, as well as an interest in learning new programs.
• Proven capability to balance multiple priorities successfully.
• Working knowledge of business English, proofreading, and spelling skills.
• Excellent communication and organizational skills, and the ability to handle confidential information.
• Personable, accurate, and extremely attentive to detail.
• Talent diffusing challenging customer contacts with tact and poise.
• Ability to work independently and as a member of a team, establish priorities, and work collaboratively with members of a diverse community.
• Initiative in assuming responsibilities.

General office and campus environment. Duties require that employee interact with staff, students, alumni, and outside constituencies. 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. Please address your letter of application, resume and the names and telephone numbers of three references to:

Administrative Secretary CGGP - Search Committee
Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855

If you experience difficulty uploading your documents, you may submit any .doc or .pdf materials to

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: