Administrative Secretary job - Colby College - Waterville, ME

Department: Dean of Students

Date: 06/12/2015

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 56 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 1,850 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

Under the leadership of its new president, David A. Greene, Colby is building on this 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 plans for creating 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 SECRETARY

Dean of Students Office

Full-Time, 12 Month, Non-Exempt, Hourly, Support Staff Appointment

The Administrative Secretary will provide administrative support to the Dean of Students Office (DOS) and serve as the primary reception for the DOS office. The Administrative Secretary will manage incoming calls and visitors and coordinate daily appointment calendars for the advising deans. Work will include providing administrative support for the advising deans, managing correspondence and communications, compiling various reports, and maintenance of records and other documentation. This position requires a high degree of skill in communicating and interacting with students, parents, faculty, staff, and the general community. The position also requires computer proficiency and the ability to manage multiple projects and deadlines in a fast moving office.

The successful candidate will possess strong written and verbal communication skills; the ability to interact well with a variety of people from all aspects of the College and external community; high integrity to handle confidential information; meticulous attention to detail, and ability to be flexible while working under pressure and accomplishing goals. The Administrative Secretary must have excellent office skills, including word-processing ability, experience in organizing and maintaining files, experience in document preparation, and the ability to work well within a fast paced, high volume environment. Commitment to personal growth and development, the willingness to take initiative and assume responsibility for program areas are necessary for this position.

The ideal candidate will be experienced in handling a wide range of administrative and support related tasks and will be able to work independently with little or no supervision. This person must be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Manage daily appointment calendars for deans, i.e. scheduling routine appointments with students and staff

Manage reception area, welcome visitors, and handle incoming calls from students, parents, faculty, staff, alumni and the general community

Research, compile, and prepares confidential and sensitive documents

Compose responses to general student inquiries

Produce the correspondence associated with disciplinary action and manage disciplinary records and reports

Maintain records associated with immigration status for international students

Maintain office supplies, including signs, business cards, stationery, etc

Maintain up-to-date files on students, including confidential files and academic files

Compile and maintain records, statistical information, and reports

Establish and maintain various filing and records management systems

Make travel arrangements; prepare itineraries; prepare, compile and maintain travel expenses and records

Coordinate and update department web pages

Coordinate payroll for all DOS and Pugh student workers

Hire and supervise DOS academic year and summer interns

Oversee department credit card and billing

Assist with Dean of Students and campus wide programs including the annual award ceremony, Orientation and arrival day, and Commencement Weekend

Perform additional duties as assigned

QUALIFICATIONS:
Bachelor’s degree preferred, high school diploma required

Two or more years of administrative professional experience required

Excellent communication and organizational skills

Sensitivity 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, as well as the flexibility to adjust as new projects are assigned

Proven ability to function effectively under pressure; checks work to ensure accuracy and completeness

Talent to work well with members of a diverse community required

Demonstrated willingness to engage in continuous learning

KEY RELATIONSHIPS: Duties require that employee interact with students, faculty and staff, and outside constituencies.

PHYSICAL EFFORT/ENVIRONMENT: General office and campus environment. 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.