Administrative Assistant, The Children's Center (6-months, part-time) Posting Number C00380JP Department Childrens Center Job Summary The Bowdoin College Children’s Center (https://www.bowdoin.edu/childrens-center/) offers a unique Nature-Based Outdoor Preschool Program that immerses children in the natural world as a core part of their learning experience. The Administrative Assistant provides essential support to the Bowdoin College Children’s Center by managing administrative tasks, maintaining records, coordinating logistics, and ensuring smooth operations across various aspects of the Center. This role requires attention to detail, strong organizational skills, and effective communication to support staff, families, and operations. Key Responsibilities include: + Website Management – Weekly updates to the portal, including curriculum charts, bi-monthly seasonal photo updates, and regular updates to website content. + Staff File Maintenance – Maintain up-to-date records of certifications and training: + Onboarding – Coordinate I-9 appointments and physicals with HR, send first-day document reminders (transcripts, immunizations, CPR /First Aid), prepare new hire materials, and guide new staff through the onboarding checklist. + Student Employment – Post job requisitions for student positions prior to each semester. + Ordering and Expenses – Biweekly supply closet inventory and order necessary items. Obtain Workday approvals for Amazon orders and submit receipts. Manage stockroom requests (e.g., gloves, bleach, oxiver wipes, COVID tests). Place copy center orders for daily sheets and printer ink. Weekly grocery shopping. Submit monthly expense reports. Process supplier invoice requests and manage petty cash. Handle deposits for enrollment and program funds. + Office Work – Scan and file attendance and green sheets weekly or monthly. Maintain the lending library book list and ensure availability. + Enrollment – Coordinate re-enrollment forms, contracts, payroll deduction forms, and enrollment packets. Process deposits and communicate with the Bursar’s Office. Create and update rosters for office and family use. Prepare child folders for the new year. + Summer Work – Take and update team and staff photos for the website and classroom displays. Develop summer order lists, work orders, and allergy charts. Plan and communicate carpet cleaning schedules. Update parent representative photos and advisory committee member information on the portal. Create drill schedules and submit to Facilities. + Additional Duties – Maintain and manage the Center’s Instagram account. Assist with front door access and greet visitors (authorized personnel only). Coordinate facilities emergencies (e.g., maintenance issues). Manage keys and housekeeping supplies. The hourly rate for this position is expected to be $20-$21 per hour, depending on experience. Education/Skills Requirements Education: + High school diploma or GED required. Bachelor’s degree preferred. Skills: + Exceptional interpersonal, presentation and communications skills – oral and written. + Excellent organizational skills and experience coordinating projects requiring close attention to detail and strict deadlines. + A demonstrated ability to build and maintain professional relationships and a collaborative work environment. + Ability to prioritize workload with multiple interruptions. + Strong problem solving and creative thinking skills. + Ability to maintain confidential information. + Willingness to learn new systems. Experience Requirements and/or Equivalents + A minimum of 2 years experience working in an administrative support role. + Prior experience and proficiency working with computer database systems and Microsoft Office products. Standard Work Days and Hours + Monday, Tuesday, Thursday, Friday, approximately 19 hours/week. + Hours can be flexible between 9 – 5:00. About Bowdoin Bowdoin College is a highly selective liberal arts college, enrolling approximately 1,800 students. Through a need-blind admissions policy, the College meets 100% of students’ demonstrated financial need with no loans. 32% of students identify as students of color, an additional 5% are international, and 45% receive financial aid. Bowdoin is a dynamic living and learning community committed to fostering pluralism, building community, and nurturing a commitment to the common good. The College seeks academically and culturally diverse faculty and staff, welcoming applicants from diverse backgrounds, and/or who have experience working collaboratively with diverse populations. Bowdoin is set in the coastal New England town of Brunswick, Maine. Brunswick, a town of 22,000 residents, brings together elements of both city and country living including cultural offerings, a variety of restaurants, and four season activities for outdoor enthusiasts. Bowdoin’s historic 215-acre campus, comprising 120+ buildings, is a brief walk to downtown Brunswick, and is 25 miles from Portland and about 120 miles from Boston. Shift First Shift Employment Category Casual Benefits Eligible No Pay Type Hourly Background Check Package Requirements Support Staff Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job? No Is a pre-placement physical required for this position? No Posting Date 01/24/2025 Applications Accepted Until Open Until Filled No Type of Posting Internal/External Special Instructions to Applicants EEO Information Bowdoin College complies with applicable provisions of federal and state laws that prohibit unlawful discrimination in employment, admission, or access to its educational or extracurricular programs, activities, or facilities based on race, color, ethnicity, ancestry and national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, genetic predisposition, veteran status, or against qualified individuals with physical or mental disabilities on the basis of disability, or any other legally protected statuses. Supplemental Questions