Administrative Secretary - Capital Gifts & Gift Planning
Colby College - Waterville, ME

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Administrative Secretary - Capital Gifts & Gift Planning

Department: Development & Alumni Relations

Date: 02/13/2013

Founded in 1813, Colby College in Waterville, Maine, is one of the nation's oldest and best independent liberal arts colleges, enrolling approximately 1,825 students. Colby is a national leader in research and project-based undergraduate learning, and the depth of student-faculty interaction and collaboration is unparalleled. Colby embraces and honors a 200 year tradition of fostering intellectual and personal growth with graduates emerging as conscientious, committed, courageous and inspired leaders ready to make a profound impact on their world. Colby is a national leader in environmental sustainability and education with award-winning campus greening initiatives and academic program. Colby invites applications for the position of:

ADMINISTRATIVE SECRETARY
DEVELOPMENT AND ALUMNI RELATIONS
CAPITAL GIFTS & GIFT PLANNING

FUNCTION:
The administrative secretary will provide office and clerical support for the Director of Capital Gifts/Gift Planning and two development officers. This position requires extensive telephone contact, strong verbal skills, good judgment, initiative and an ability to “think on one’s feet.” This work also requires the use of word processing, spreadsheets, and database applications. Frequent verbal and written communication is required within the College and with outside individuals and agencies.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
• Coordinate travel arrangements and prepares trip materials.
• Extensive coordination of calendars for the Director of Capital Gifts/Gift Planning and two development officers.
• Support accounting for departmental budget.
• Operate all office equipment including computer, utilizing Microsoft Word, Excel, and PowerPoint, database applications, electronic calendar and duplication equipment.
• Prepare reports, agendas and materials for departmental meetings.
• Proof and process letters, proposals, contact reports, etc.
• An ability to learn and become an expert user of the prospect database which will include running reports such as benchmarking, profiles, prospect lists and various queries in a timely and accurate manner.
• Answer telephone to provide information, take messages, and schedule appointments.
• Process expense reports and check requisitions.
• Work well with members of a diverse community.
• Work as a team player in the department.
• Perform various other duties as assigned.

QUALIFICATIONS:
• A High School degree required, post-secondary education strongly preferred.
• Three or more years of prior secretarial/office experience.
• Extensive computer skills, experience using word processing, spreadsheets, database applications, email and the Internet, Excel, PowerPoint, as well as an interest in learning new programs.
• Proven capability to balance multiple priorities successfully.
• Working knowledge of business English, proofreading, and spelling skills.
• Excellent communication and organizational skills, and the ability to handle confidential information.
• Personable, accurate, and extremely attentive to detail.
• Talent diffusing challenging customer contacts with tact and poise.
• Ability to work independently and as a member of a team, establish priorities, and work collaboratively with members of a diverse community.
• Initiative in assuming responsibilities.

PHYSICAL ENVIRONMENT/EFFORT:
General office and campus environment. Duties require that employee interact with staff, students, alumni, and outside constituencies. Position involves sitting, although frequent movement is necessary. Walking, standing, bending, twisting and occasional lifting required. Computer usage involving repetitive hand/wrist motion is also necessary.

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