Administrative Assistant

Job DescriptionDepartment:Alumni and Family EngagementPay Rate Type:HourlyEmployee Type:Job Summary:Propelled by visionary leadership, a compelling array of initiatives, and record fundraising in fiscal year 2017, Colby launched the largest fundraising campaign ever at a liberal arts college—$750 million—in October 2017. With the success of the Dare Northward campaign, the College will be known for a distinctive set of multidisciplinary academic offerings; an even more cohesive and accessible institutional culture for students from all backgrounds; the foremost art and athletic facilities in the educational sector; a welcoming, thriving, and dynamic surrounding community; increased global connections and resulting perspectives; the richest set of universal student experiences to enhance the Colby academic program; and the capacity to support the postgraduate success of every one of their students.

The administrative assistant provides administrative, clerical, customer-service, and event-related support within the Division of College Advancement. 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.

Essential Functions

To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion. 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.

Perform efficient, proactive, and detail-oriented support of senior management in College Advancement as requested, including calendar, travel arrangements, and expense management

• Schedule meetings and conference rooms, prepare agendas and supporting documents, facilitate catering arrangements, and ensure technology set up as needed
• Support video call-in meetings; work with remote staff to ensure their ability to participate in all meetings and learning opportunities within the division via video call-in software
• Field, research, prioritize, and follow up on incoming alumni and donor-related issues and concerns via phone, email, and in-person, including those of sensitive or confidential nature; determine appropriate course of action, referral, or response
• Perform significant data entry including record keeping, mail merging, filing, and proofing of alumni, parent, and guardian data
• Assist with preparing new fund request forms and gift entry forms; ensure correspondence records are maintained in database
• Support the recruitment of new team members through liaising with HR, setting up interviews, and making travel arrangements
• Serve as a resource for team members to support their data management needs and interaction with the Raiser’s Edge / NXT database and Fundraiser Performance Management tool; assist with data management including data entry, queries, requests, and resolving issues
• Provide support for events and travel arrangements for internal and external constituencies including scheduling locations and catering, setting up for events, staffing events, coordinating RSVP tracking, budgeting, and contract arrangements
• Provide general back up support for other College Advancement administrative assistants as appropriate
• Prepare, proofread, and print letters, emails, and other communications
• Assist in mailroom operations as needed; creating, printing, and posting a wide range of mailings
• Generate letters and send emails to alumni, parents, guardians, and other constituents
  
  

Position Qualifications

Minimum Qualifications:

Education And/or Experience

• High school diploma or equivalent required; professional coursework or post-secondary education are a plus
• A minimum of 1–3 years of previous administrative professional experience
  
  

Preferred Qualifications Or Skills

• Highly developed computer skills including extensive experience with data entry, word processing, and computer system operations; significant experience with the Microsoft Office Suite preferred
• 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
• 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
• Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned
  
  

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality with regard to employee data, documents, issues, etc., and respect privacy needs of employees and past employees with regard to the same.
• The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.
• There may be occurrences of employees, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
• While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.
• There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor.
• An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
• Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.
• The overall work environment requires the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as well.
• The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds.
  
  

To Apply

Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application