Academic Administrative Assistant, Art​/Classic

Job Summary

The academic administrative assistant will provide a wide range of office management and administrative support for the Departments of Art and Classics. The position reports to the department chair and requires sound judgment, initiative, and the highest standards of professionalism, including the ability to maintain confidentiality of departmental materials and deliberations. Frequent verbal and written communication is required within the college and with external individuals and agencies.

• 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.
• Coordinate events.
• Support faculty searches and faculty reviews; communicate with the Provost Office.
• Arrange work orders with Facilities Services.
• Train and supervise student workers.
• Use a variety of software programs (e.g., Microsoft and Google Office Suites, Workday, Word Press) and common office technology.
• Support the departments via office management and administrative duties.
• Oversee transactions and budgets for multiple college cost centers.
• Maintain a departmental credit card account and oversee all departmental account transactions in Workday (direct vendor payments, expense reports, fund transfers).
• Oversee 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, Davis Connects, and College Advancement to support co‑curricular activities of students.
• Work as part of a collaborative team of Academic Administrative Assistants.

Minimum Qualifications:

• 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 Suites, email and web applications, database applications, Word Press, and image editing software (e.g., Adobe Photoshop).
• Interest in and ability to learn new programs.
• Ability to make an impact through work as a member of a team and a diverse community.

Preferred Qualifications:

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

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. The employee will interact with members of the public and others in a variety of situations. Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role. The position includes regular movement throughout office spaces, hallways, meeting rooms, and other campus locations.

Daily work may involve extended use of a computer, including keyboard and mouse. Physical requirements generally involve lifting up to 10 pounds regularly, with occasional lifting of up to 35 pounds or, in more demanding roles, up to 50 pounds. Vision requirements 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; occasional louder sounds may occur due to 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.