Assistant Director of Summer Programs

Department:

Pay Rate Type:

Employee Type:

Job Summary:

Essential Functions

To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.

Reporting to the Dean of Summer Programs, the assistant director is responsible for the day-to-day scheduling and execution of summer program events, including booking, set-ups, work orders, and the on-site management of events. The assistant director will possess strong project management, written, and verbal communication skills to work with and support a wide range of official, administrative, academic, and community-based events, with meticulous attention to detail, the ability to excel in a fast-paced and dynamic environment, and be flexible while working under pressure to accomplish goals. To perform successfully in this position, an individual must be able to perform essential duties in exemplary fashion with minimal supervision, as well as possess the education and experience to relate to customers, faculty, and staff with diplomacy and be able to influence without authority to accomplish goals and achieve positive outcomes.

• Provide efficient administrative support while maintaining the confidentiality of all records and information
• Create invoices and keep office accounts up to date using Workday and other programs
• Manage program logistical arrangements for registrations, catering, housing, room requirements, ITS, etc. using the appropriate management software and coordinate user requirements with supporting departments, including submitting work orders and requisitions, ordering supplies, and maintaining inventories
• In collaboration with the Dean of Summer Programs, convene regular meetings with Summer Program support departments to develop strategic partnerships with staff and faculty across campus to finalize planning for upcoming events and debrief on past programs
• Gather feedback on programs and use toward continuous improvement in service
• Help maintain Summer Programs website and social media presence
• Manage and process inquires, group intake forms, maintaining logs to manage communications
• Assist with group registrations and direct student assistants as required to provide concierge-level assistance to program guests
• Help manage student workers during summer programs, including training in collaboration with the Dean of Summer Programs
• In collaboration with the Dean of Summer Programs, conduct market research to help identify potential program sponsors and conduct peer institutional research as directed
• As the Summer Programs portfolio grows, other duties may be required

Position Qualifications

Minimum Qualifications:

Education and/or experience:

• Bachelor’s degree or equivalent in education and experience
• 3+ years of event and/or program management experience
• Strong writing, management and organizational skills
• Concierge-level approach to customer service
• Strong computer skills, including in-depth knowledge and experience with Excel, along with the ability to quickly learn Workday
• Ability to work collaboratively, with a high degree of responsibility, as a member of a diverse community and make an impact in a complex, fast-paced, and team-oriented environment
• Must be able to work independently, adhere to deadlines, balance multiple priorities and responsibilities effectively, and use independent judgment to attend all necessary details
• Willingness and ability to work outside normal working hours

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality with regard to employee data, documents, issues, etc., and respect privacy needs of employees and past employees with regard to the same.
• The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.
• There may be occurrences of employees, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
• While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.
• There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor.
• An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
• Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.
• The overall work environment requires the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as well.
• The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds.

To Apply:

Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application.