Administrative Assistant - Office of Security

Description

Department : Security

Security

Pay Rate Type : Hourly

Hourly

Employee Type : Job Summary :

Job Summary :

The administrative assistant for security provides office management and a wide range of administrative support duties for the associate vice president of campus safety and security and the Office of Security.

The position provides critical support to ensure the smooth and efficient functioning of daily operations. This role requires a high level of organization, strong attention to detail, and the ability to handle sensitive information confidentiality.

This position will act as the liaison between students, faculty, staff, and visitors, including answering calls, relaying information, and coordinating departmental communications contributing to the safety and security of the college community.

Colby College is committed to a diverse and inclusive work environment where every member of the community feels a sense of respect and belonging.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

Administrative Support :

Serve as primary business reception for campus security.

Provide general office duties (including answering phones, responding to emails and managing requests for campus related services), including administrative support duties for associate vice president of campus safety and security and the Office of Security.

Provide basic referral of emergency calls for service and walk-in emergencies to dispatch and / or officers or other staff in campus security.

This may include radio and telephonic communications.

Attend and draft minutes for the department meetings as assigned.

Update the department’s website and social media postings as assigned.

Communication :

Communicate and receive information via radio to security officers in the field.

Answer calls for emergencies, which may include critical health and safety situations, and coordinating College protocol with outside emergency services.

Monitor closed circuit security cameras, as well as security, environmental, and fire alarm systems.

Maintain an alertness for suspicious activities

Relay any necessary information in a timely manner while coordinating security department communications

Assist with information management, inventory, record keeping, and reporting systems, dispatch / CAD, report management system and tracking.

Coordination and Support :

Support the hiring process for new team members by scheduling interviews and tracking candidate paperwork and assist with orienting new team members.

Provide scheduling support for hiring processes, department meetings and associate vice president as well as department staff including shuttle and jitney.

Data Management

Order, inventory and maintain office supplies and equipment

Enter and track work orders with Facilities Services

Track accounting for departmental budget, providing reports as requested, using bill paying software.

Track maintenance and registration / inspection of vehicles and scheduling of service for shuttle, jitney and campus security vehicles.

Confidentiality and Discretion :

Handle sensitive and confidential information, including college security incidents and personnel matters, with the highest degree of discretion.

Ensure that all data and communication related to college security is managed in accordance with legal and institutional policies.

Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice

QUALIFICATIONS :

High school diploma or equivalent required; professional coursework, public safety or post-secondary education are a plus

Ability to handle confidential information including HIPAA and FERPA concerns.

2+ years of administrative professional experience, preferably in a security or law enforcement environment.

Proficient in Microsoft Office, Google applications and database management software.

Well-developed public relations skills; be able to perform duties in a flexible, non-confrontational environment

Ability to handle confidential information with discretion.

Strong attention to detail and accuracy in data entry and record-keeping.

PREFERRED QUALIFICATIONS :

Experience working in a higher education environment.

Knowledge of campus security protocols and emergency response procedures.

KEY RELATIONSHIPS :

This position is supervised by the associate vice president of campus safety and security. The administrative assistant will also work closely with assistant and associate director of security and interact with members of the Colby community within and beyond the department regularly.

WORKING CONDITIONS / PHYSICAL REQUIREMENTS :

General open office and campus environment. Position involves long periods of sitting. Occasional walking, standing,bending, twisting, and lifting is required.

Regular working hours are Monday through Friday with the occasional evening or weekend shifts as needed for special events or emergencies.

CCTV monitoring and 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).