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Administrative Operations Coordinator

Colby College
Maine, United States
Salary Not specified
Closing date
Jul 14, 2022

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Position Type
Administrative, Office Administration
Employment Type
Full Time
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Job Description Department:

College Advancement

Pay Rate Type:


Job Summary:

College Advancement
Full-Time, Exempt, Salaried, Administrative Staff Appointment


The administrative operations coordinator is responsible for monitoring overall administrative functions, supervising administrative staff productivity, and ensuring that all tasks meet deadlines with high quality and efficiency. The coordinator works closely with department and program managers to ensure administrative staff are meeting the goals of each area. The successful candidate will perform diverse and complex functions that require strong attention to detail, independent judgment, and initiative. The position requires a track record of strong leadership and communication skills. This position must project a positive and professional attitude and image while maintaining a high level of confidentiality and integrity. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.



  • Supervise, mentor, train, and manage the professional development of a team of administrative assistants
  • Coordinate the weekly workflow and fulfillment of various administrative and operational tasks, including the timely processing of incoming data and documents and responsiveness to external and internal inquiries
  • Review, evaluate, analyze, and make recommendations for service and/or process improvements and implementation
  • Collaborate with the chief campaign officer to support work of the campaign cabinet (i.e. coordinate meetings, agendas, and plan campaign cabinet meetings); track campaign progress; and assist with prospect pool management
  • Develop documents and presentations, conduct research, and gather the necessary information to ensure the accurate and high-quality distribution of relevant information to external constituents
  • Maintain records and other documentation in advancement CRM according to College guidelines
  • Oversee general office operation as building supervisor for the Schair-Swenson-Watson Alumni Center, including supply requisition and facilities work order coordination
  • Assist in the coordination of departmental mailings, including letters, publications, and other correspondence throughout the year
  • Manage special projects as determined by the director of operations
  • Protect confidential and sensitive information and use precise discretion when disseminating information
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice



  • Bachelor’s degree or the equivalent in education and experience
  • Minimum of two years of related work experience; prior supervisory experience preferred
  • Proven experience successfully leading complex projects through completion
  • Excellent communication and organizational skills
  • Demonstrated ability to multitask in a fast-paced working environment
  • High level of proficiency with technology, including superior skills with Microsoft Office software and Google suite
  • Ability to anticipate potential problems and take initiative to implement resourceful, appropriate solutions
  • Exceptional organizational and time management skills to supervise multiple projects as well as the flexibility to adjust to shifting priorities as new projects are assigned
  • Able to perform effectively under pressure; check work to ensure accuracy and completeness; track and follow-up with others to ensure that agreements and commitments have been fulfilled
  • Adept at exercising independent judgment in a highly visible and important environment based on knowledge of the College and the divisional/department leadership’s interests and priorities
  • Talent to lead, influence, and provide direction as appropriate
  • Demonstrated planning skills including a mastery of efficiency and responsiveness
  • Ability to make an impact through work as a member of a team and diverse community
  • Deep appreciation for Colby’s mission and values or possess a directly related background



This position has direct contact with the entire Division of College Advancement team, trustees, students, faculty, staff, vendors, and the community.



General office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Some evening and weekend work required throughout the year to be determined by the needs of the department.



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


Administrative Operations Coordinator (College Advancement) - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME  04901-8855

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