Administrative Assistant IV

Position Details

Position Information

Posting date

01/09/2023

Closing date

Open Until Filled

Yes

Position Number

1125737

Position Title

Administrative Assistant IV

Department this Position Reports to

Medical and Healthcare Advancement

Hiring Range Minimum

$20.25/ hr

Hiring Range Maximum

$25.25/ hr

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

Office hours are M-F 8:00AM-5:00PM.
Our hybrid schedule: one or two days in the office a month as a team, and otherwise as needed based on priorities.

Location of Position

21 Lafayette Street
Lebanon, NH

Remote Work Eligibility?

Hybrid

Is this a term position?

No

If yes, length of term in months.

NA

Is this a grant funded position?

No

Position Purpose

This role works in support of the missions of the Geisel School of Medicine at Dartmouth College and Dartmouth-Hitchcock. In doing so, they provide all types of administrative support to the departments of Development for the Geisel School of Medicine, Planned Giving and others as assigned. Coordinates administrative activities that will increase department efficiency, expedite/coordinate the work of others, and ensure the smooth operation of these departments.

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

Skills & Knowledge
• Detail-oriented in preparing documents
• In-depth knowledge of office procedures
• Strong writing skills
• Exceptional organizational and planning skills, and ability to set and reset priorities
• Proficient with computer applications such as Microsoft Outlook, Word, and Excel
• Excellent communication & interpersonal skills with customer service focus
• Initiative, sound judgment, and ability to work independently
• Ability to maintain confidentiality
• Ability to work well within a team structure
• Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.
• Participates as a development team member in bringing a sense of humor and joy to their work and workplace.

Experience
· Three-plus years of office experience in a related field, with a high degree of autonomy

Education
• Associate’s degree or the equivalent

Preferred Qualifications

• Experience in a fundraising, public relations and/or academic medical center environment preferred
• Experience with The Raiser’s Edge or ADVANCE software preferred
• Bachelor’s degree preferred

Department Contact for Recruitment Inquiries

Otilia Pruna

Department Contact for Cover Letter and Title

Jon Fitzgerald

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.

Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?

Preferred, but not required

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/66889

Key Accountabilities

Description

Calendar Management
• Manages, plans, and coordinates the details of leaders’ complex daily appointment calendars to ensure the most efficient use of their time; briefs members of the team on changes in schedules and on matters needing immediate attention.
• Proactively schedules weekly and monthly team meetings.
• Works with other departments to coordinate meeting schedules.
• Coordinates and schedules a variety of activities to support office functions and meetings. Interfaces with other departments to ensure the smooth, orderly, and efficient functioning of cross-departmental needs.
• Plans and coordinates travel itineraries and makes travel arrangements; processes reimbursement requests (post-travel and otherwise).
• Sets up conference calls, video conferences and webinars, registers office staff for webinars and seminars.

Percentage Of Time

30

Description

Committee/Meeting Participation
• Gathers information for meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting.
• Attends and participates in various meetings as requested.
• Takes meeting minutes, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.

Percentage Of Time

25

Description

Communication/Coordination
• Serves as primary point of contact for the teams they support and as a liaison with donors and prospects, requiring knowledge of office policies as well as the ability to represent the office to the institution and community.
• Prepares correspondence, proposals, reports, and other materials for submission to prospective donors; proofreads for accuracy, suggesting editorial changes where appropriate; assists in the creation and presentation of materials.
• Coordinates production of marketing materials with Communications/Engagement staff.
• Interacts regularly with a wide range of internal and external constituents and staff members and conveys information.
• Handles a variety of persons wishing to make appointments and effectively re-directs callers/visitors to the appropriate individual/office.
• Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
• Orients new staff and visitors to the office and the community.

Percentage Of Time

25

Description

Project Coordination
• Develops and implements project activities based on defined project scope and objectives.
• Sets and maintains project schedules and timelines; evaluates project effectiveness, then recommends and documents changes to policies and procedures.
• In conjunction with the Strategic Events team, will at times, provide assistance in arranging and coordinating schedules and itineraries, as well as logistical support for larger events (which may include occasional nights and weekends). Ensures security and confidentiality of sensitive information and material.
• Processes donor visit contact reports to The Raiser’s Edge and Advance data systems, provides Advancement Services with biographical data updates and new gift details when appropriate.
• Performs other duties as assigned
• Supports the office’s mission to foster inclusiveness and diversity.

Percentage Of Time

20

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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 (Please specify full name below)
   • HERC
   • Higher Ed Jobs
   • Indeed
   • Inside Higher Ed Jobs
   • LinkedIn
   • National Black MBA Association
   • Recruit Military
   • Prospanica
   • Valley News
   • Handshake
   • Other (Please specify below)
2. If you answered, 'Internal Employee Referral' or 'Other' to the above question, please specify here:
   
   (Open Ended Question)
   
   

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents