Assistant Secretary of the College Job at Colby College
Job Description
Department:
VP Secretary of College
Pay Rate Type:
Salary
Employee Type:
Job Summary:
Office of the Vice President, General Counsel, and Secretary of the College
Full-Time, Exempt, Salaried, Administrative Staff Appointment
The Assistant Secretary of the College works chiefly with the Vice President and Secretary of the College (who also serves as General Counsel of the College) (the “VP/GC”) as the primary liaison, next to the President, to the Board of Trustees and several other important external leadership groups of the College. The position requires the development of mutually supportive relationships with the staffs of the College’s vice presidents and deans, trustees, student and faculty Board representatives, and other key volunteer leadership groups. The position requires a deep devotion to the value of higher education and the ability to work in an institution committed to excellence and distinction in the world of liberal arts education – and with that commitment, the ability to work in an ever-changing, fast-paced environment.
The successful candidate must demonstrate the capacity and commitment to achieve the following:
- Earned Trust and Respect from external and internal constituencies of the College, including the VP/GC, through accomplishment of work with quiet determination and confidence, achieving high marks for dependability in the accomplishment of such work – all at a quality that is second to none
- Initiative as Second Nature as someone expected to “take the initiative”, the successful candidate can see, analyze and share ideas to improve the quality of the office’s service and work, and seeks out roles for deeper involvement - without being asked
- Organization and Management of important leadership events – especially meetings of the Board of Trustees - including leadership of staffs from various areas of the College. Not only must events be well-coordinated and well-managed with attention to details, the position requires a commitment to a concierge-like level of service and a deeply-engaging and fulfilling set of experiences for all attendees.
- Foresight and Insight to see around corners and anticipate needs and issues at the College before they arise, together with the commitment to work with the VP/GC to address such needs and issues.
- Clear and Thoughtful Communicator, in terms of content, tone and style, given the multiple and varied groups and constituencies that the office supports.
- Accountability for the quality and timely completion of work with a discerning eye on accuracy and detail, together with ongoing communication about work progress
- Lived Values as someone who exhibits, understands, appreciates, and lives the College’s and the office’s values of:
- “Colby First”
- Starting With “Yes”
- Not Going It Alone
- Refusal to Settle – Taking the “Easy Way Out”
We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
TALENTS/SKILLS
- An excellent, precise writer who writes clearly, with confidence, and with a tone and style suited to each of the intended audiences – primarily trustees and other key external volunteer leaders, as well as College faculty, administrative and student leaders.
- An instinctive commitment to keep the VP/GC and staff informed and up to date on work – especially high-profile and key deadline work – without being asked.
- A team-focused partner who motivates others to want to work together with the candidate – appreciating that the office and the position relies on cooperation, willingness, and good will of other areas of the College to accomplish the work successfully.
- A manager, coordinator and operator of plans developed with the VP/GC; the successful candidate is someone who organizes, coordinates, and directs teams when facing complex tasks and projects requiring input, cooperation and participation of multiple parties from a variety of different areas and divisions across the College.
- Excellent understanding of and curiosity about technology, especially digital communications and platforms including developing mastery of the board platform – BoardEffect. Proven experience with the Microsoft Office Suite and Google Docs
- A leader who exercises patience, goodwill and grace under pressure, and is accepting of criticism, direction, and constructive comment, together with a willingness to learn and develop in the position.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
- Deep knowledge of key issues affecting the landscape of higher education and the ability to frame those issues as they may come to affect the College
- Experience in assisting in research, preparation, and development of materials, information, and presentations involving key strategic issues for consideration by the board and College leadership
- Experience in oversight and management of governing board logistics, timely production and distribution of materials, meals, room set-ups, meeting locations, travel, hotel accommodations, and the “choreography” of trustees, administrators, guests, speakers, and stakeholders including events, activities, presentations and meetings – all to deliver a concierge level of service and responsiveness for a dynamic Board of Trustees, both at meetings and in work with the Board and its committees throughout the year
- Proven ability to work quickly and effectively with multiple campus leaders and staff on trustee meetings and events, as well as meetings of other key volunteer leaders of the College requiring collaboration and close partnership with a wide-array of Colby stakeholders including advancement, facilities, events, and dining services personnel
- Engagement with trustees, Visitors, trustees emeriti, and other volunteer leaders to build relationships that encourage and support a high-level of commitment to and knowledge of the College’s vision, priorities, initiatives, and values
- Assistance in building and maintaining the VP/GC’s relationships with faculty, staff, and students on matters related to the Board
- Assistance in the selection, scheduling, and management of members of the Board of Visitors when they are on campus for committee visits
- Drafting and review of Board and committee documents and minutes
- Assistance in managing and overseeing budgets involving the VP/GC office
- Performance of additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
QUALIFICATIONS:
- Bachelor’s degree or the equivalent in education and experience
- Five to eight years of progressively responsible experience in higher education administration preferred; equivalent service requiring skills and abilities sought for this position in a for-profit or not-for-profit setting will be considered
- Knowledge of the issues impacting higher education and ability to anticipate emerging issues
- Understanding of and proficiency with governance documents and precedents involving governance of the College
- Ability to work on sensitive matters with discretion, strictly adhering to requirements of confidentiality and avoidance of conflicts of interest
- Committed self-starter with proven skills to work collaboratively with the VP/GC office
- Demonstrated analytical and strategic thinking capabilities
- Strong organizational skills involving work to be timely completed as well as tracking and following up with others to ensure that commitments, tasks, and projects in support of the work of the VP/GC office are fulfilled
- Ability to work skillfully and simultaneously on multiple tasks, evaluate solutions, exercise sound judgment, creatively solve problems, and make decisions as part of the VP/GC team, often under pressure, in a changing, fast-moving, highly visible and impactful environment
- Outstanding organizational and coordinating skills, as well as exceptional time management skills
- Inquisitive and entrepreneurial thinker with ongoing attention to the need for innovation and change in the work and performance of the VP/GC office
- Valid driver’s license required and must meet the College’s Fleet Safety Policy requirements
The position is a full-time, fiscal year, exempt appointment. It sometimes requires evening and weekend work and communications with the VP/GC office, as and when necessary, with the expectation of extensive availability for important College activities and events throughout the year – as determined by the office. Travel for off-site meetings and events, sometimes extending for several days, is also required.
KEY RELATIONSHIPS:
This position requires relationships with two types of audiences. Inside the College, the position features significant interaction with members of the VP/GC team, as well as members of the staffs supporting the president and senior leadership of the College, and the Office of Campus Events, the Advancement division, faculty, staff, and students. On an external basis, developing and stewarding relationships with members of the Board of Trustees, the Board of Visitors, and the College’s trustees emeriti.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.
CONDITIONS OF EMPLOYMENT:
Successful and satisfactory completion of a background check (including a criminal records check). All students, faculty, and staff who are present on campus must be vaccinated and boostered against COVID-19, unless granted an exemption or accommodation by the College.
TO APPLY:
Interested candidates should apply electronically by clicking the "Apply Now" button on the Colby College website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Finalists may be asked to produce a writing sample based on instructions provided at that time. Applications received by February 15, 2023 will be given stronger consideration. Materials should be addressed to:
Assistant Secretary of the College - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855
A review of applications will begin immediately and will continue until the position is filled.
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