"Academic Administrative Assistant - Pettengill Hall First Floor"

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 three academic units: Program in Digital and Computational Studies, Department of History, and Department of Politics.

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.
• 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.
• Supports the academic departments by performing other duties as assigned or as needed.
• Adheres to departmental standards, policies, and procedures with respect to all aspects of his/her work.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

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.
• 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.
• Experience working with multiple constituencies in sometimes difficult and stressful situations.

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.
• Ability to work independently and as part of a team.
• Personal commitment to excellence and the mission of a top-tier small liberal arts college.

Benefits:

Bates College offers competitive salaries, excellent benefits (health, dental, 9% retirement contribution with potential for an additional 3% match, 10 days of vacation*, 13 paid holidays, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug- and smoke-free workplace. *Benefits may be tied to years of service or may be prorated for employees working less than full-time or 12 months.