Academic Administrative Assistant - Hathorn And Pettigrew Hall

Title: Academic Administrative Assistant - Hathorn & Pettigrew Hall

Position Purpose:

The Academic Administrative Assistant (AAA) position provides a high level of professional, administrative and creative support to individual faculty and their Departments and Programs. This particular position supports the faculty in the departments of English, Math, Neuroscience, Rhetoric, Screen and Film Studies, and the Bates Dance Festival.

Job Duties:

• Provides administrative support to the faculty's teaching curriculum, research and scholarship, and service to the college by providing reception services, scheduling appointments, meetings, and travel arrangements, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested.

• Serves as the principal contact for students, staff, faculty and general public for the purpose of gathering and distributing information, answering inquiries and establishing priorities for projects.

• Supports the work of the department by purchasing equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased by the department.

• Responsible for creative design and implementation of materials on the departmental websites, and those that advertise the featured events.

• Helps to organize and conduct departmental events, as directed, by securing space, equipment, food, preparing invitations, publicity announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs.

• May support the administrative business functions of the department by obtaining and processing textbook adoptions, creating brochures and newsletters, maintaining and updating the departmental website or databases.

• May assist with the collection of credentials and other required material during searches and/or collect scholarship/fellowship or other award applications.

• May prepare personnel action forms and position authorizations as directed, verifying and processing student employee time records, scheduling the use of classrooms, department facilities, or meeting rooms, and maintaining the security of classrooms, theatre, labs, equipment, and records.

• Remains competent and current by attending professional development courses, software training classes, and/or training sessions as needed or directed by the supervisor or required by the College.

• Supports the academic departments by performing other duties as assigned or as needed.

• Adheres to departmental standards, policies, and procedures with respect to all aspects of his/her work.

• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

• Submit facilities requests and help desk requests as needed

• Create classroom schedule at start of each semester for facilities staff

• Create departmental schedules at the start of each semester

• Update building marquee signs each academic year

• Process financial paperwork including invoices, payment requests, inter-office transfers, and travel expense forms.

• Create and send academic brochures.

• Assist Arts Events Manager with event planning.

• Create and post thesis student spotlights at the start of each academic year.

• With Arts Events Manager, create posters & programs for end of semester showings.

• With Arts Events Manager, manage the theateranddance@bates.edu email account.

• Arrange invitations, announcements, posters, catering details, room reservations, and other relevant details related to the event.

• RFSS classroom student workers and approve time sheets.

Minimum Qualifications:

Education

• Bachelor's degree preferred.

• An equivalent combination of education and experience will be considered.

Experience

• 3+ years of experience in a professional office setting providing administrative support or office management, preferably in a higher education environment.

• Previous experience supervising, training and/or coordinating others' work desired.

• Experience working within a complex office environment with frequently shifting tasks and priorities.

• Experience with publishing software and web publishing tools such as WordPress and social media platforms are strongly preferred.

• Experience working with multiple constituencies in sometimes difficult and stressful situations.

Skills and Knowledge

• Excellent communication (written, verbal, and listening) skills

• Strong problem solving and analytical skills

• Finds comfort and enjoyment in the creative process

• Impeccable discretion and ability to maintain confidentiality

• Excellent customer service skills with the ability to remain composed, friendly, and demonstrate poise under stress while working in a deadline driven environment

• Ability to work independently and handle multiple priorities with minimal supervision

• Highly motivated and demonstrates initiative

• Impeccable organizational skills and ability to coordinate resources within the college community

• Strong interpersonal skills with ability to develop and maintain collegial relationships. Must be flexible, collaborative and have a positive attitude

• Keen attention to detail

• Knowledge of commonly used computer applications including but not limited to the Microsoft Office Suite, Adobe, Banner, Google suite (Gmail, calendar, docs)

• Willingness and ability to learn additional applications as needed

• Ability to work independently and as part of a team

• Personal commitment to excellence and the mission of a top-tier small liberal arts college

• Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.

Benefits:

Bates College offers competitive salaries, excellent benefits (health, dental, 9% retirement contribution with potential for an additional 3% match, 10 days of vacation*, 13 paid holidays, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug- and smoke-free workplace.

Equal Employment Opportunity Statement:

Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.

Inquiries concerning the college's policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at glexow@bates.edu.

About Bates:

Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.

Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.

Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces - intellectual trends, demographic changes, and technology - that are transforming higher education and the world into which our students graduate.

Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.

The college is proud of deep roots in the Lewiston/Auburn community, Maine's second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.