Senior Administrative Assistant

Position Details

Position Information

Posting date

03/02/2023

Closing date

Open Until Filled

Yes

Position Number

1128379

Position Title

Senior Administrative Assistant

Department this Position Reports to

Administration, Thayer

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

Monday through Friday, 8:00 AM to 5:00 PM with opportunity for flexible working hours. Hybrid schedule also available.

Location of Position

Hanover, NH
15 Thayer Drive

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

To serve as the operational leader of the administrative support team at the Thayer School of Engineering. Responsible for managing day-to-day activities, prioritizing the workload of the administrative assistant team, and ensuring timely completion of key duties. Serves as a back-up when administrative assistants are absent and works with the Director of Human Resources to ensure appropriate staffing and faculty support.

Description

Required Qualifications - Education and Yrs Exp

Associates or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

• Associate’s degree plus seven or more years’ experience in office management with a high degree of autonomy.
• In-depth knowledge of office management practices and procedures.
• Excellent interpersonal and communication skills.
• Ability to interact with others with tact and diplomacy.
• Strong organizational skills and ability to respond appropriately to pressures, deadlines, and frequent changes in priorities and schedules.
• Initiative, sound judgment, and ability to work independently.
• High degree of proficiency with Microsoft Office suite and G-suite.

Preferred Qualifications

• Bachelor’s degree preferred.
• Experience working with Canvas and OnBase preferred.
• Supervisory experience preferred.

Department Contact for Recruitment Inquiries

Faith Goodness

Department Contact Phone Number

Department Contact for Cover Letter and Title

Faith Goodness, Director of Human Resources

Department Contact's Phone Number

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?

Not an essential function

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/67372

Key Accountabilities

Description

Administrative Management

• Plans, manages, and coordinates the functions of the administrative assistant team.
• Assigns faculty to administrative assistants.
• Coordinates and adjusts assignments as needed.
• Anticipates and recognizes problems and/or issues and brings them to the attention of the Director of Human Resources.
• Develops, implements, and modifies office systems and administrative policies and procedures.
• Serves as initial point of contact for inquiries related to administrative support at Thayer.

Percentage Of Time

30%

Description

Personnel Administration

• Supervises the day-to-day work of the administrative assistants.
• Hires, trains, and evaluates staff to meet institutional needs.
• Leads the regular administrative team meeting, providing timely updates on policies, procedures, and happenings relevant to Thayer.
• Provides feedback and input to the Director of Human Resources for the annual evaluations process for members of the administrative support team.

Percentage Of Time

20%

Description

Faculty Support

• Manages, plans, and coordinates the details of a complex daily appointment calendar to ensure the most efficient use of the supervisor’s time. Coordinates and schedules a variety of activities to support office functions and meetings. Briefs the supervisor on changes in schedules and priorities or on matters needing the supervisor’s personal or immediate attention. Frequently updates schedules and plans on upcoming meetings. Coordinates with other offices and departments to arrange co-sponsorship of events.
• Coordinates, attends, and participates in various meetings as requested by the supervisor. Gathers information for the meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting. Takes minutes of the meeting, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.
• Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the supervisor. Handles a variety of persons wishing to make appointments and effectively redirects caller/visitor to the appropriate individual/office. Regularly handles confidential or sensitive information, exercises discretion concerning its disposition. Interprets, applies and explains office, department, and College policies and procedures. Communicates respectfully with a diverse community.
• Plans, coordinates, and oversees projects and special events related to department programs. Develops and implements project activities based on defined project scope and objectives. Sets and maintains schedules and timelines. Evaluates project effectiveness and recommends changes to policies and procedures. Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) including attracting speakers, locating and reserving facility space, arranging for necessary services, coordinating schedules and itineraries, and overseeing actual event.
• Drafts and proofreads memos and correspondence for supervisor review and signature or personally responds to inquiries on procedural matters. Types and prepares a wide variety of materials such as correspondence, committee minutes and reports, handouts, etc., proof reading to ensure accuracy. Orients new staff and visitors to the office and the community. Supports the office’s mission to foster inclusiveness and diversity.

Percentage Of Time

50%

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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?
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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