Academic Administrative Assistant, Geology; Physics & Astronomy; Science, Technology & Society

Job Description

Department:

Physics and Geology - Staff

Pay Rate Type:

Hourly

Employee Type:

Job Summary:

The academic administrative assistant will provide a wide range of office management and administrative support for the Department of Geology; Physics and Astronomy; and Science, Technology and Society.. The position will report to the chair of these departments–one will serve as the reporting supervisor. Work involves the frequent exercise of sound judgment and initiative as well as the highest standards of professionalism in all aspects of the work - including the ability to maintain and preserve confidentiality of departmental materials and deliberations. Frequent verbal and written communication is required both within the College and with outside individuals and agencies. The academic administrative assistant will train and oversee student personnel.

Essential Functions

To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.

• Oversee the department’s office operations
• Receive and respond to inquiries and welcome guests of the department.
• Distribute mail and packages, following appropriate safety and handling guidelines.
• Event coordination.
• Support faculty searches.
• Support faculty reviews and communications with the Provost Office.
• Arrange work orders with Facilities Services.
• Train and oversee student workers.
• Use a variety of software programs (e.g. Microsoft & Google Office Suites, Workday, & Wordpress), and common office technology.
• Supporting the various departments via office management and administrative duties.
• Oversee transactions and budgets for multiple unique college cost centers.
• Maintain a credit card account for all departmental purchases.
• Oversee/approve all departmental account transactions within Workday such as direct vendor payments, expense reports, and fund transfers.
• Oversee the ordering of equipment and supplies, including researching pricing and product availability. Work directly with vendors to acquire quotes and place orders.
• Provide support for the elected Division Chair if that individual is a member of a department supported by this position.
• Engage with internal organizations such as Communications, DavisConnects, College Advancement to support co-curricular activities of students in the department.
• Work as part of a collaborative team of Academic Administrative Assistants.
  
  

Position Qualifications

Minimum Qualifications:

Education and Experience:

• High school diploma or equivalent required
• 3 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 tactfully
• Commitment to support the academic mission and educational goals of the College and the departments/programs being supported
• Strong business English, proofreading, and spelling skills
• Must be able to work independently, exercise judgment and manage projects with minimal supervision
• Highly developed computer skills including extensive experience using Microsoft and Google Office Suite, email and web applications, database applications, WordPress, image editing software (e.g. Adobe Photoshop), as well as an interest in and ability to learn new programs.
• Ability to make an impact through work as a member of a team and diverse community
  
  

Preferred Qualifications:

Experience:

• Some post-secondary education
• Experience with web page creation and maintenance
  
  

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 perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy.
• This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs.
• In this role, the employee will interact with members of the public and others in a variety of situations and conversations.
• Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role.
• This position includes regular movement throughout office spaces, hallways, meeting rooms, and other campus locations.
• Daily work will involve extended use of a computer, including keyboard and mouse.
• Physical requirements differ by position. In general, most roles involve lifting up to 10 pounds regularly, with some positions requiring occasional lifting of up to 35 pounds.
• Vision requirements for this position include the ability to see clearly at close and far distances and to adjust focus as needed.
• The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills.
• The noise level is generally moderate; however, there may be occasional moments of louder sounds depending on campus activity.
  
  

Colby College supports the Americans with Disabilities Act and is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position.