Colby College · 5 days ago
Administrative Assistant
Waterville, ME
Full-time
Onsite
Entry Level
1+ years expColby College is seeking an Administrative Assistant to provide comprehensive administrative support within the Student Engagement & Leadership Development and Outdoor Education departments. The role involves managing budgets, coordinating communications, overseeing daily operations, and serving as the primary reception for several key staff members.
E-LearningEducationUniversities
Responsibilities
Serve as the primary reception for the Assistant Dean of Students, Director of Community Values, the Title IX Coordinator, and Dean of Community Engagement
Provide varying degrees of administrative and clerical support including, but not limited to
Produce the correspondence associated with disciplinary action, schedule student meetings and support recording of disciplinary records
Organize daily appointment calendars
Maintain a presence in the department’s front office; welcome visitors, and handle incoming calls from students, parents, faculty, staff, alumni, and the general community
Oversee department credit card reconciliation; initiate and track payments through Workday; general budget management
Coordinate information management, keep archives and records, and organize correspondence and files
Hire, train, and guide student and summer employees
Oversee day-to-day operations of the office (e.g. photocopying, filing, maintaining bulletin boards, ordering office supplies, etc.)
Assist with scheduling and hosting meetings and events including reserving spaces, ordering food and other logistical tasks
Inventory and maintain graduation regalia
Assist with honorarium contracts as needed
Update department web pages as needed
Submit work orders to facilities as needed
Serve as primary backup to the Dean of the College/Dean of Students’ Executive Assistant
Qualification
Required
High school diploma or equivalent required
A minimum of 1–3 years of previous administrative professional experience
Highly developed computer skills including extensive experience with data entry, word processing, and computer system operations
Ability to quickly become proficient in the advancement database programs, as well as an interest in and ability to learn new programs
Attention to detail and accuracy are critical
Ability to handle confidential information tactfully
Highly organized with the ability to manage multiple priorities and projects simultaneously, while maintaining accurate records, tracking deadlines, and meeting critical timelines
Excellent interpersonal, communication, and organizational skills with a high level of motivation
Talent to manage multiple projects and priorities while working within deadlines to achieve ambitious goals
Strong business English, proofreading, and spelling skills
Ability to work collaboratively in a fast moving environment and to make an impact through work as a member of a team and diverse community
Strong interpersonal skills to build relationships across departments, work collaboratively, and resolve conflicts
Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned
Proven ability to function effectively under pressure; check work to ensure accuracy and completeness and maintain the highest standard of documentation
Demonstrated willingness to engage in continuous learning
Demonstrated ability to provide high-level service to internal and external stakeholders, ensuring their needs are met and issues are resolved promptly
Preferred
Professional coursework or post-secondary education are a plus
Significant experience with the Microsoft Office and Google Suite preferred
Company
Colby College
Colby College is a private liberal arts college located on Mayflower Hill in Waterville, Maine, USA.
501-1000 employees
H1B Sponsorship
Colby College has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (17)
2024 (17)
2023 (12)
2022 (15)
2021 (18)
2020 (9)
Funding
Current Stage
Late StageTotal Funding
$25MKey Investors
Davis Family Foundation
2017-04-20Grant· $25M
Leadership Team
Douglas Terp
Vice President for Administration and Chief Financial Officer
Nicole Trufant
Vice President and Chief Financial Officer
Recent News
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