Job Description
Department:
Small Town Jewish Life
Pay Rate Type:
Hourly
Employee Type:
Job Summary:
The Administrative Assistant provides comprehensive administrative
and operational support to the Center for Small Town Jewish Life,
helping ensure the effective day to day operation of the Center and
its programs. Reporting to the Operations Manager, the
Administrative Assistant supports scheduling, travel, purchasing
and financial transactions, events and programs, records
management, and general office administration.
The position works collaboratively with Center staff and colleagues
across the College and regularly communicates with external
partners, vendors, program participants, and community members. The
Administrative Assistant exercises sound judgment, maintains
confidentiality, manages multiple priorities and deadlines, and
provides responsive administrative support in a dynamic and highly
collaborative environment.
The hiring range for this position is $20 - $21 per hour.
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.
Administrative and Office Support
- Provide day to day administrative support for Center leadership
and staff, including calendar management, meeting scheduling,
correspondence, document preparation, and coordination of
administrative activities.
Coordinate travel arrangements, itineraries, accommodations,
and related logistics for Center staff and guests.
Maintain organized electronic and physical files, records,
contact information, and other administrative resources in
accordance with established Center and College practices.
Coordinate office and program supply purchasing and maintain
appropriate supplies and materials.
Submit and track Facilities Services work orders and coordinate
other routine office and facility needs.
Respond to routine inquiries and direct questions or requests
to the appropriate Center staff member.
Financial and Purchasing Support
- Process invoices, reimbursements, purchasing transactions, and
other routine financial documentation in accordance with College
procedures.
- Review transactional documentation for completeness and
accuracy and follow up with Center staff, vendors, or College
offices when additional information is needed.
- Coordinate supplier and vendor setup and routine communications
in collaboration with the Operations Manager and appropriate
College offices.
- Maintain organized documentation related to purchases,
invoices, reimbursements, and other Center transactions.
- Assist Center staff with appropriate procedures for routine
purchasing and expense related activities.
- Support the Operations Manager with routine financial
recordkeeping, reconciliation preparation, and other administrative
financial activities as assigned.
Event and Program Coordination
- Provide administrative and logistical support for Center
programs and events, including the Maine Conference for Jewish
Life, Fall Shabbaton, guest speakers, meetings, and other Center
initiatives.
- Coordinate event logistics such as scheduling, registration,
room reservations, catering, materials, supplies, communications,
and participation information.
- Maintain event registration records, attendance information,
evaluations, and related documentation.
- Coordinate with Center staff, campus partners, vendors, and
external participants to support successful event execution.
- Provide on-site administrative and logistical support for
programs and events as needed.
Systems, Records, and Operational Support
- Utilize College systems and technology to support Center
administrative and operational activities.
- Enter, maintain, and retrieve information from databases,
shared files, spreadsheets, and other systems used by the
Center.
- Assist with maintaining accurate Center records and
documentation in accordance with established records management
practices.
- Learn and utilize new technology and administrative systems as
Center and College needs evolve.
- Identify routine administrative inefficiencies and recommend
opportunities to improve workflows and office processes to the
Operations Manager.
Collaboration and Center Support
- Develop and maintain effective working relationships with
College departments and offices to facilitate scheduling,
purchasing, events, facilities requests, and other Center
activities.
- Communicate professionally and responsively with faculty,
staff, students, community members, vendors, program participants,
and external partners.
- Provide administrative support to Center staff during periods
of increased activity or changing operational needs.
- Contribute to a collaborative, responsive, and service oriented
Center environment.
Position Qualifications
Minimum Education and Experience
- High school diploma or equivalent required; additional
professional coursework, certificate programs, or post-secondary
education preferred.
- Three or more years of administrative, office, program, or
related professional support experience.
- Experience coordinating multiple administrative activities,
projects, or events.
- Experience using office technology, databases, spreadsheets,
and electronic recordkeeping systems.
Knowledge, Skills and Abilities
- Strong organizational and time management skills with excellent
attention to detail and accuracy.
- Effective written, verbal, interpersonal, and customer service
skills.
- Ability to manage multiple priorities, work independently,
exercise sound judgment, and adapt to changing needs.
- Ability to handle confidential and sensitive information with
professionalism and discretion.
- Proficiency with Microsoft Office, Google Workspace, and other
administrative systems, with basic financial skills and the ability
to learn new technologies.
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.
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.
