Administrative Assistant (Admissions and Financial Aid)

Administrative Assistant (Admissions and Financial Aid) - POSITION CLOSED
Department:  Admissions and Financial Aid
Date:  08/14/2019

POSITION VACANCY

Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 58 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 2,000 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

In a period of fast-paced progress, Colby is building on its strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes the creation of innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. Colby invites applicants to apply for the position of:


ADMINISTRATIVE ASSISTANT

Office of Admissions and Financial Aid

Full-Time, Non-Exempt, Hourly, Staff Appointment

 

The administrative assistant will provide administrative support to the Office of Admissions and Financial Aid. This position will be cross-trained to support a variety of functions within the department. The ideal candidate will be experienced in handling a wide range of administrative and support related tasks and will be able to work independently. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
  • Respond to students, families, school counselors, and others via phone and email
  • Process application and financial aid materials and maintain application files
  • Perform significant data entry, record keeping, mail merging, filing, and proofing of student inquiry and applicant information
  • Prepare, proofread, and print letters, emails, and other communications
  • Coordinate administrative operations to support a team of admissions and financial aid staff
  • Provide support for events and travel arrangements for internal and external constituencies including scheduling locations and catering, setting up for events, budgeting, and contract and travel arrangements
  • Help prepare files/data as requested by other departments
  • Generate letters and send emails to prospective students
  • Assist in mail room operations as needed, creating, printing, and posting a wide range of mailings
  • Reconcile travel receipts and documentation for monthly expense reports
  • Train and assist student workers
  • Cover front desk as needed, greet visitors, respond to inquiries by email and phone, and schedule interviews and 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
  • 1-3 years of previous administrative professional experience involving data entry, word processing, and computer system operations, with significant experience with the Microsoft Office Suite 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
  • 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
  • Ability to make an impact through work as a member of a team and diverse community
KEY RELATIONSHIPS:

This position has significant interaction with all members of the admissions team, 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.

TO APPLY:

Interested candidates should apply electronically by clicking the "Apply Now" button on the Colby College website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Administrative Assistant (Admissions and Financial Aid) - Search Committee
Office of 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 hr@colby.edu. Please do not submit duplicate materials.

 
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: www.colby.edu.