Academic Administrative Assistant - Hathorn and Pettigrew

Located in Lewiston, Maine, Bates is internationally recognized as a leading liberal arts college. We are proud to offer a highly personalized education that centers on deep and sustained interactions among students, faculty, and community.

Title: Academic Administrative Assistant - Hathorn and Pettigrew

Position Purpose:

The Academic Administrative Assistant (AAA) position provides a high level of professional, administrative and creative support to individual faculty and their Departments and Programs. This particular position supports the faculty in the departments of English, Math, the Peer Learning Commons (PLC), and the Bates Dance Festival.

Job Duties:

• Provides administrative support to the faculty's teaching curriculum, research and scholarship, and service to the college by providing reception services, scheduling appointments, meetings, and travel arrangements, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested.
• Serves as the principal contact for students, staff, faculty and general public for the purpose of gathering and distributing information, answering inquiries and establishing priorities for projects.
• Supports the work of the department by purchasing equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased by the department.
• Responsible for creative design and implementation of materials on the departmental websites, and those that advertise the featured events.
• Helps to organize and conduct departmental events, as directed, by securing space, equipment, food, preparing invitations, publicity announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs.
• May support the administrative business functions of the department by obtaining and processing textbook adoptions, creating brochures and newsletters, maintaining and updating the departmental website or databases.
• May assist with the collection of credentials and other required material during searches and/or collect scholarship/fellowship or other award applications.
• May prepare personnel action forms and position authorizations as directed, verifying and processing student employee time records, scheduling the use of classrooms, department facilities, or meeting rooms, and maintaining the security of classrooms, theatre, labs, equipment, and records.
• Adheres to departmental standards, policies, and procedures with respect to all aspects of the work.
• Submits facilities requests, update building marquee signs, and help desk requests as needed.
• Creates classroom schedule and departmental schedules at start of each semester for facilities staff.
• Processes financial paperwork including invoices, payment requests, inter-office transfers, and travel expense forms.
• Arranges invitations, announcements, posters, catering details, room reservations, and other relevant details related to department events.
• Sends contracts/legislator letters for Bates Dance Festival (BDF) summer interns and contractors, and manages the BDF credit card.
• Provides part-time customer service support for the BDF summer office.
• Enters data from Thesis Cafe and student tutoring sessions into the Peer Learning Commons' Penji database.

Minimum Qualifications:

Education

• Bachelor’s degree preferred.
• An equivalent combination of education and experience will be considered.

Experience

• 3+ years of experience in a professional office setting providing administrative support or office management, preferably in a higher education environment.
• Previous experience supervising, training and/or coordinating others’ work desired.
• Experience working within a complex office environment with frequently shifting tasks and priorities.
• Experience with publishing software and web publishing tools such as WordPress and social media platforms are strongly preferred.

Skills and Knowledge

• Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.
• Excellent communication (written, verbal, and listening) skills.
• Strong problem solving and analytical skills.
• Finds comfort and enjoyment in the creative process.
• Impeccable discretion and ability to maintain confidentiality.
• Excellent customer service skills with the ability to remain composed, friendly, and demonstrate poise under stress while working in a deadline driven environment.
• Ability to work independently and handle multiple priorities with minimal supervision.
• Highly motivated and demonstrates initiative.
• Impeccable organizational skills and ability to coordinate resources within the college community.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Must be flexible, collaborative and have a positive attitude.
• Keen attention to detail.
• Knowledge of commonly used computer applications including but not limited to the Microsoft Office Suite, Adobe, Banner, Google suite (Gmail, calendar, docs).
• Willingness and ability to learn additional applications as needed.
• Remains competent and current by attending professional development courses, software training classes, and/or training sessions as needed or directed by the supervisor or required by the College.