Administrative Assistant

Job Description

Department:
Civic Engagement

Pay Rate Type:
Hourly

Job Summary:

The administrative assistant will provide administrative support to the Lawry Family Dean of Civic Engagement and the Associate Director of Civic Engagement. The administrative assistant will be experienced in handling a wide range of administrative and support‑related tasks, including managing projects, handling correspondence and communications, overseeing the Chace Community Forum, scheduling appointments and maintaining calendars, compiling various reports, and coordinating special events.

The ideal candidate will be able to work independently on projects, from conception to completion, and must be comfortable working in an evolving, high‑paced environment while handling a wide variety of activities. This person must be well organized, flexible, and enjoy the administrative challenges of supporting a busy student‑centered office.

• Provide administrative and clerical support for the Lawry Family Dean of Civic Engagement and the Associate Director of Civic Engagement.
• Responsible for Chace Community Forum booking requests, correspondence, supporting events and programs, including the EMS system.
• Provide support for a variety of special events and student programming, including scheduling, event set‑up, online calendar management, budgeting, and all contract and travel arrangements.
• Contribute to and support end‑of‑the‑year reports for various programs and services.
• Monitor, compile, and maintain program data for the Alfond Commons program and the Chace Forum, including the Omprakash Edge online learning platform.
• 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 accounting for departmental budget centers, including all departmental billing and payments.
• Hire, train, supervise, and coordinate workflow for student employees.
• Support 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 making travel arrangements.
• Monitor, manage and update the Office of Civic Engagement student resource sites.
• Operate all office equipment, including personal computer, printer, shredder, photocopier, and telephone.
• Monitor, manage and respond to civic engagement email inquiries from students, faculty, staff and community members.
• Research, compile, and prepare flyers, printed materials and print orders for all OCECP programs and events.
• Provide support in project management, ensuring that key timelines and deadlines are met. Prepare for campus events and programs, including Days of Service, orientation, and student resource fairs.
• Produce the correspondence associated with community partner outreach, volunteer opportunities, surveys and assessments.
• Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice.

To perform successfully in this position, an individual must be able to perform essential duties satisfactorily, possess the required education/experience, and apply the knowledge, skills, and abilities listed in a representative manner. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This listing of essential duties is not all‑inclusive but representative;

other duties may be assigned as needed.

• High school diploma or equivalent required; professional coursework or post‑secondary education is 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…