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Administrative Assistant III - Computer Science

Employer
Dartmouth College
Location
New Hampshire, United States
Salary
Salary Not Specified
Posted Date
Jul 29, 2022
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Position Details

Position Information

Posting date

04/06/2022

Closing date

Open Until Filled

Yes

Position Number

1127046

Position Title

Administrative Assistant III - Computer Science

Department this Position Reports to

Computer Science

Hiring Range Minimum

$17.75

Hiring Range Maximum

$22.25

SEIU Level

Not an SEIU Position

FLSA Status

Non-Exempt

Employment Category

Regular Full Time

Scheduled Months per Year

12

Scheduled Hours per Week

40

Schedule

Location of Position

Sudikoff Lab-9 Maynard St., Hanover, NH 03755

Remote Work Eligibility?

Hybrid

Is this a term position?

No

If yes, length of term in months.

Is this a grant funded position?

No

Position Purpose

The Administrative Assistant III will provide administrative support for the Computer Science Department, including coordinating and performing a wide variety of office activities that will increase office efficiency, expedite and support the work of others, and ensure the smooth operation of the office. The Administrative Assistant is responsible for timely, effective communication with departmental staff and constituents, and effectively communicating and supporting the departments’ values to foster inclusivity and diversity.

Description

Required Qualifications - Education and Yrs Exp

Associates plus 3+ years' experience or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

* In-depth knowledge of office procedures
* Strong writing and proofreading skills
* Strong organizational skills
* Proficient with computer applications
* Strong interpersonal and communication skills, diplomacy, and commitment to professionalism
* Commitment to diversity and to serving the needs of a diverse population
* High level of initiative and attention to detail, with ability to maintain flexibility in a changing work environment
* Collaborative nature with the ability to work independently

Preferred Qualifications

Department Contact for Cover Letter and Title

Susan P Cable/ Department Administrator

Equal Opportunity Employer

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.

Background Check

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Special Instructions to Applicants

All Dartmouth College employees, whether working on-site or remotely, are required to be up to date with vaccination against COVID -19 (or to have received an approved exemption from vaccination through the Office of Institutional Diversity and Equity). Please visit https://dartgo.org/vaxpolicy for details. Compliance with this requirement is a condition of employment. Failure to meet this condition of employment may result in Dartmouth in its sole discretion delaying your start date or rescinding its offer of employment.

Additional Instructions

Quick Link

https://searchjobs.dartmouth.edu/postings/62433

Key Accountabilities

Description

General Office Support
• Prepares and maintains department’s undergraduate student payroll in KRONOS .
• Coordinates department events.
• Submits requests for building access cards and arranges special access for guests as requested by faculty; orders and picks up keys.
• Sorts and routes incoming mail; receives and sends packages, and notifies faculty.
• Operates office machines, supervises workroom and calls for repairs, supplies and/or services as needed .
• Copies and collates materials and documents as requested.
• Creates and updates mailbox and room tags.
• Processes and submits invoices and :financial documents (reimbursements, p-cards, and purchase orders) for processing.
• Maintains inventory and orders office supplies as needed.
• Coordinates faculty lunches, as well as food for other department events ( orientation, undergrad open house, etc.).
• Makes room reservations within department for students, faculty, and staff via Virtual EMS .
• Coordinates travel logistics for colloquium speakers and faculty candidates.
• Delivery and retrieval of documents or items from other campus departments or vendors.
• Works independently being able to change priorities frequently and efficiently.
• Provides back-up to Department Administrator as needed.
• Takes notes during regularly scheduled meetings and during the annual PhD student evaluation meeting.

Percentage Of Time

40%

Description

Communication
• Serves as the initial point of contact for inquiries to the office. Responds to inquiries and provides information or refers to appropriate individual to address the needs of the inquiry.
• Serves as a source of information on department policies and procedures.
• Distributes flyers, posters, and mass mailings to publicize department activities.
• Drafts and proofreads memos and correspondence for supervisor review.
• Maintains cognizance of working within a diverse community and enhancing diversity and acts appropriately regarding diversity in dealing with others.

Percentage Of Time

5%

Description

Information Management
• Establishes and maintains department files and databases ( e.g. student grades, enrollment, stipends, department information) to ensure accuracy and accessibility of information.
• Maintains student records in our department web app.
• Files department/office documents in accordance with established procedure.

Percentage Of Time

10%

Description

Graduate Program
• Provides administrative support to the Graduate Admissions Committee including providing reports and information as requested.
• Monitors application status for prospective graduate students via third-party web site.
• Generates offer letters, waitlist and rejection letters for graduate applicants.
• Coordinates with faculty to ensure accuracy and accessibility of online graduate admissions materials.
• Maintains and supplies as requested, data on each graduate student’s standing, departmental. certification, individual faculty evaluations, and requirements for M.S. and Ph.D. degrees.
• Helps organize graduate student progress review meetings and supplies information for the committee and student advisors.
• Generates graduate letters of completion for Chair’s signature.
• Enters instructor override into Banner for graduate students registering for research credits.
• Gathers and maintains student grades in Banner.

Percentage Of Time

25%

Description

Department Recruiting (Faculty Recruiting and Graduate Admissions)
• Coordinates travel logistics for faculty candidates (hotel reservation, updates event calendar, notifies travel office to book airfare, and notifies department regarding talk logistics via email/calendar).
• Coordinates with Dean’s office necessary documentation and decisions.

Percentage Of Time

10%

Description

Curriculum
• Coordinates with Department Administrator each term to populate and maintain Timetable of classes, including courses offered, instructors, preferred times, preferred classrooms.
• Gathers from faculty at end of term student grades and enters into Banner.

Percentage Of Time

10%

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Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

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Performs other duties as assigned.
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Talent Acquisition Consultant
    • AbilityJOBS
    • American Library Association
    • CareerBuilder
    • Chronicle of Higher Education
    • Chronicle of Philanthropy
    • Dartmouth College Employment Website
    • Glassdoor
    • Internal Employee Referral
    • HERC
    • Higher Ed Jobs
    • Indeed
    • Inside Higher Ed Jobs
    • LinkedIn
    • National Black MBA Association
    • Recruit Military
    • Prospanica
    • Valley News
    • Other (Please specify below)
    • Handshake
  2. If you answered 'Other' to the above question, please specify here

    (Open Ended Question)

Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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