Administrative Assistant II (Dean of Students)

Administrative Assistant II (Dean of Students)
Department:  Dean of Students
Date:  09/04/2019

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 II

Office of the Dean of Students

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

The administrative assistant II will provide administrative support to the dean of students who oversees the following departments: Office of Campus Life; Office of the Dean of Studies; Pugh Center for Student Diversity, Equity and Inclusion; Conduct and Accountability; Title IX, and Counseling Services. The administrative assistant II will be experienced in handling a wide range of administrative and support related tasks, including managing projects, handling correspondence and communications, overseeing reception area, scheduling appointments and overseeing calendar, compiling various reports, maintaining records and other documentation, and coordinating special events.

The ideal candidate will be experienced in handling a wide range of administrative and support related tasks; able to work independently on projects, from conception to completion; and must be comfortable working in an evolving, high pace environment while handling a wide variety of activities and confidential matters with discretion. This person must be well organized, flexible, and enjoy the administrative challenges of supporting a busy student-centered office. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.


ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
  • Provide administrative and clerical support for the dean of students
  • Provide support for a variety of special events: orientation and arrival day, Commencement, and dean of students programming including scheduling, event set-up, online calendar management, budgeting, and all contract and travel arrangements
  • Produce end-of-the-year reports for various programs and services
  • Compile and maintain records and statistical information
  • Establish and maintain various filing and records management systems
  • Responsible for the department’s office management (e.g. maintaining office supplies, photocopying, filing, maintaining bulletin boards, mass mailings, etc.)
  • Manage reception area, welcome visitors, and handle incoming calls from students, parents, faculty, staff, alumni and the general community
  • Manage accounting for departmental budget centers, including all departmental billing and payments
  • Hire, train, supervise, and coordinate workflow for student employees
  • Schedule department meetings, prepare agendas and supporting documents, schedule conference rooms, and ensure technology set up as needed
  • Support recruitment of new team members through liaising with HR, setting up interviews, and travel arrangements
  • Update Office of the Dean of Students web site
  • Operate all office equipment, including personal computer and printer, shredder, photocopier, telephone, and fax
  • Research, compile, and prepare confidential and sensitive documents
  • Provide support on project management and ensuring that key timelines and deadlines are met, prepare for meetings, and maintaining meeting minutes
  • Compose responses to general student inquiries
  • Produce the correspondence associated with disciplinary action and manage disciplinary records and reports
  • Maintain up-to-date files on students, including confidential files and academic files
  • 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 are a plus
  • Three or more years of previous administrative professional experience
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation and initiative
  • Attention to detail and accuracy are critical
  • Ability to handle confidential information with discretion
  • Must be able to work independently, exercise judgment, and manage projects with minimal supervision
  • Exceptional organizational and time management skills to manage multiple projects simultaneously and within deadlines, as well as the flexibility to adjust as new projects are assigned
  • Demonstrated 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 programs
  • Talent to prioritize tasks and break down larger objectives into a work plan
  • Strong business English, proofreading, and spelling skills
  • Adept at working collaboratively in a complex environment
  • Able to form and maintain positive relationships with a broad range of individuals and commit to treating all members of the community with respect
KEY RELATIONSHIPS:
This position interacts with students, faculty and staff, parents and families, and outside constituencies.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
General open office and campus environment. Position involves sitting, although frequent movement is necessary. 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 II (Dean of Students) - 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.

 

To apply electronically send to hr@colby.edu. If you choose to apply electronically you do not need to send duplicate copies by U.S. Mail. If your electronic materials are unreadable we will notify you promptly.

Apply now
 
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.