Administrative Assistant III

Position Details

Position Information

Posting date

06/21/2022

Closing date

Open Until Filled

Yes

Position Number

0098400

Position Title

Administrative Assistant III

Department this Position Reports to

Chemistry

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

Mon-Fri flexible schedule negotiable within the hours of 8-5

Location of Position

Hanover, NH 03755
This is an onsite position located at 102 Burke Laboratory, 41 College Street

Remote Work Eligibility?

Onsite only

Is this a term position?

No

If yes, length of term in months.

Is this a grant funded position?

No

Position Purpose

To coordinate and perform a wide variety of administrative activities: to support departmental needs, coordinate activities that will increase department/office efficacy, and ensure the smooth daily operation of the department/office.

Description

Required Qualifications - Education and Yrs Exp

Associates plus 1-2 year(s) of experience or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

* One plus years of office experience in a related field, with some autonomy
* In-depth knowledge of office procedures
* Strong organizational skills with ability to set priorities- autonomy
* Proficiency in computer applications with ability to adapt to new software applications.
* Strong interpersonal skills
* Ability to work independently and set priorities.
* Commitment to diversity and serving the needs of a diverse population.

Preferred Qualifications

* In-depth knowledge of Office 365 applications including but not limited to SharePoint and Outlook
* Webpage/Website maintenance

Department Contact for Cover Letter and Title

Ivan Aprahamian, Chair, Department of Chemistry

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 within the first 30 days may result in Dartmouth in its sole discretion ending employment.

Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy

Additional Instructions

Quick Link

https://searchjobs.dartmouth.edu/postings/61889

Key Accountabilities

Description

Administrative/Faculty/Student Support:
* Serves as initial point of contact for faculty student visitors and community at large
* Represents the department to the institution and external constituencies as necessary: the Registrar, Graduate Studies, FO&M, vendors, and caterers
* Manages department email account and responses and manages departmental calendars
* Manages a variety of persons wishing to make appointments and effectively redirects caller/visitor to the appropriate individual/office
* Maintains and updates SharePoint for Faculty, Students and Administration
* Manages building access, facility issues initiating maintenance reports as needed, manages signage and information boards
* Arranges tours/prepares visitor packets for prospective students, and visitors
* Monitors and orders department supplies
* Sorts and delivers department mail
* Maintains details of faculty/staff/graduate students and publishes to department directory
* Maintains and updates departmental website
* Process quarterly course details for Timetable

Percentage Of Time

30%

Description

Communication:
* Coordinates department publicity activity including work in multiple media, such as drafting brochures and newsletters, to coordinate a wide range of department publications/communications
* Maintains cognizance of working within a diverse community and enhancing diversity and acts appropriately regarding diversity in dealing with others
* Orients graduate students to administrative procedures
* Serves as source of information on undergraduate enrollment and graduate recruitment and enrollment procedures to faculty committees, applicants, and students
* Coordinates annual updates for undergraduates and graduate recruitment brochures
* Manages all graduate student recruitment correspondence and their itineraries
* Prepares all correspondence between Enrollment Committee and the Office of Graduate Studies, and all correspondence to rejected and admitted students
* Coordinates graduate studies application process from receipt through review, offers and acceptances; Communicates through Apply Yourself web-based application system, and directly, by email and telephone with graduate applicants
* Prepares documents on behalf of students, ex: I-20 and Degree for Candidate Forms
* Initiates, manages, and publicizes departmental events

Percentage Of Time

30%

Description

Information/records management:
* Quarterly calculates major/minor standings – Ex: Major and Minor files and grades, major standings, and graduate student academic records to demonstrate progress and completion of requirements; collates this information for faculty and Department Administrator
* Processes all textbook orders. Enters information into Banner
* Establishes and maintains variety of master records and databases; student grades, enrollment, department information to ensure accuracy and accessibility of information
* Experience with Office 365 applications including, SharePoint, and Outlook
* Website updates and maintenance

Percentage Of Time

15%

Description

Events and Schedule Coordination:
* Plans, publicizes oversees and evaluates Reunion and Undergraduate and Graduate Open Houses
* Manages graduate recruitment itineraries and on campus schedules
* Organizes, publicizes, Coordinates schedules, and itineraries for our Visiting Speakers Program as well as new/visiting faculty and staff
* Reserves accommodations, coordinates faculty schedule for weekly colloquia speaker
* Schedules final examination and special even room reservations
* Coordinates major recurring department activities including those with related departments, external participants, etc
* Manages special events – First Year Open Houses, Reunions, Dissertation defense refreshments, department luncheons and faculty dinners to include correspondence with speakers when necessary, locating, and reserving facility space, arranging for catering and audio-visual services, coordinating schedules and itineraries and overseeing actual event planning

Percentage Of Time

15%

Description

Financials:
* Process, records, and reconciles all undergraduate timesheets
* Processes invoices and reimbursement forms for graduate applicants, faculty, and staff
* Uploading P-card transactions

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

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2. If you answered 'Other' to the above question, please specify here
   
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Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents