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Administrative Assistant

Posted on Sep 26, 2021 by Colby College

Waterville, ME 04901
Admin & Secretarial
Immediate Start
Annual Salary

Department: Admissions and Financial Aid Operations Pay Rate Type: Hourly Employee Type: Job Summary: Office of Admissions and Financial Aid
Full-Time, Non-Exempt, Hourly, Staff Appointment

The administrative assistant will provide administrative support to the Office of Admissions and Financial Aid. This position will be cross-trained to support a variety of functions within the department. The ideal candidate will be experienced in handling a wide range of administrative and support related tasks and will be able to work independently. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.


  • Provide welcoming customer service to students and families navigating the college admissions process

  • Correspond with and assist students, families, school counselors, and others via phone and email

  • Maintain familiarity with frequently asked Admissions/Financial Aid questions and identify the most effective point person for more nuanced inquiries

  • Process incoming application and financial aid materials via mail and email and maintain application files

  • Perform routine database cleanup using queries (consolidate duplicate records, link school records to student records, address cleanup, etc.)

  • Perform significant data entry, record keeping, mail merging, filing, and proofing of student inquiry and applicant information

  • Schedule phone calls and zoom meetings with high school counselors and community based organizations

  • Prepare, proofread, and print letters, emails, and other communications

  • Assist in mail processing as needed; creating, printing, and posting a wide range of mailings

  • Coordinate administrative operations to support members of the admissions and financial aid staff

  • Provide general backup support for other Office of Admissions and Financial Aid administrative assistants as appropriate

  • Provide support for events and travel arrangements for internal and external constituencies including scheduling locations and catering, setting up for events, budgeting, and contract and travel arrangements

  • Reconcile travel receipts and documentation for weekly expense reports and credit charges

  • Train and assist student workers

  • Cover front desk as needed to greet and direct visitors

  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


  • High school diploma or equivalent required; professional coursework or post-secondary education are a plus

  • 1-3 years of previous administrative professional experience

  • Ability to operate all office equipment, including personal computer and printer, photocopier, telephone, and fax

  • Highly developed computer skills including experience using Microsoft Office Suite; Google Docs; email, web, and database applications, as well as an interest in and ability to learn new computer programs with ease and in a self-guided manner

  • Attention to detail and accuracy are critical

  • Ability to handle confidential information with discretion

  • Excellent interpersonal, communication, and organizational skills with a high level of motivation

  • Working knowledge of business English, proofreading, and spelling skills

  • Talent to work collaboratively in a complex fast moving environment and to make an impact through work as a member of a team and diverse community

  • Must be able to work independently, exercise judgment, and manage projects with minimal supervision, as well as to adjust as new projects are assigned


This position has significant interaction with all members of the admissions team, as well as faculty and staff across campus, high school and college students, parents, vendors, visitors, and other constituents of the College.


General open office and campus environment. Position involves sitting, although frequent movement is necessary. Occasional lifting is required. Computer usage involving repetitive hand/wrist motion is also necessary.


Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Administrative Assistant (Admissions and Financial Aid) - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04

Reference: 1336257801

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