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Administrative Assistant I/II

Colby College
Maine, United States
Salary Not specified
Posted Date
May 19, 2023

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Position Type
Fundraising, Capital Campaigns, Other Fundraising
Employment Type
Full Time
Job Summary:

College Advancement
Full-Time, Non-Exempt, Hourly, Staff Appointment

Propelled by visionary leadership, a compelling array of initiatives, and record fundraising in fiscal year 2017, Colby launched the largest fundraising campaign ever at a liberal arts college—$750 million—in October 2017. With the success of the Dare Northward campaign, the College will be known for a distinctive set of multidisciplinary academic offerings; an even more cohesive and accessible institutional culture for students from all backgrounds; the foremost art and athletic facilities in the educational sector; a welcoming, thriving, and dynamic surrounding community; increased global connections and resulting perspectives; the richest set of universal student experiences to enhance the Colby academic program; and the capacity to support the postgraduate success of every one of their students.


The administrative assistant provides administrative, clerical, and event support within the Division of College Advancement. 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.



  • Perform efficient, proactive, and detail-oriented support of senior management in Advancement as requested, including calendar, travel arrangements, and expense management
  • Schedule meetings and conference rooms, prepare agendas and supporting documents, facilitate catering arrangements, and ensure technology set up as needed
  • ·Support video call-in meetings; work with remote staff to ensure their ability to participate in all meetings and learning opportunities within the division via video call-in software
  • Perform significant data entry including record keeping, mail merging, filing, and proofing of alumni, parent, and guardian data
  • Assist with preparing new fund request forms and gift entry forms; ensure correspondence records are maintained in database 
  • Field, research, prioritize, and follow up on incoming alumni and donor-related issues and concerns via phone, email, and in-person, including those of sensitive or confidential nature; determine appropriate course of action, referral, or response 
  • Support the recruitment of new team members through liaising with HR, setting up interviews, and making travel arrangements
  • Serve as a resource for team members to support their data management needs and interaction with the Raiser’s Edge / NXT database and Fundraiser Performance Management tool; assist with data management including data entry, queries, requests, and resolving issues
  • Provide support for events and travel arrangements for internal and external constituencies including scheduling locations and catering, setting up for events, staffing events, coordinating RSVP tracking, budgeting, and contract arrangements
  • Provide general back up support for other College Advancement administrative assistants as appropriate
  • Prepare, proofread, and print letters, emails, and other communications
  • Assist in mailroom operations as needed; creating, printing, and posting a wide range of mailings
  • Generate letters and send emails to alumni, parents, guardians, and other constituents
  • 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
  • A minimum of 1–3 years of previous administrative professional experience
  • Highly developed computer skills including extensive experience with data entry, word processing, and computer system operations; significant experience with the Microsoft Office Suite preferred
  • Ability to quickly become proficient in the advancement database programs, as well as an interest in and ability to learn new programs
  • Attention to detail and accuracy are critical
  • Ability to handle confidential information tactfully
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation
  • Talent to manage multiple projects and priorities while working within deadlines to achieve ambitious goals
  • Strong business English, proofreading, and spelling skills
  • Ability to work collaboratively in a 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 is part of a team of administrative assistants who support the Division of College Advancement and will have direct contact with division staff. The position will also interact with other departments, faculty, staff, students, alumni, parents, and visitors.



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.


A review of applications will begin immediately and will continue until the position is filled

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