Administrative Assistant

Position Details

Position Information

Posting date

05/01/2023

Closing date

Open Until Filled

Yes

Position Number

1128437

Position Title

Administrative Assistant

Department this Position Reports to

Guarini Institute

Hiring Range Minimum

$17.75 /hr

Hiring Range Maximum

$22.25/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

Possibility of a remote or hybrid work arrangement to be determined by the department.

Location of Position

Hanover, NH 03755

Remote Work Eligibility?

Onsite only

Is this a term position?

No

If yes, length of term in months.

NA

Is this a grant funded position?

No

Position Purpose

To ensure the smooth and efficient operation of the Guarini Institute. The role will require coordinating and performing a wide variety of administrative and programmatic support functions for the Guarini Institute, and Off-Campus Program faculty directors that will increase office efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the office and off-campus program offerings.

Description

Required Qualifications - Education and Yrs Exp

Bachelor's degree

Required Qualifications - Skills, Knowledge and Abilities

Experience

• 3 – 5 years of administrative experience in roles with increasing levels of autonomy and responsibility.

Skills, Knowledge and Abilities

• In-depth knowledge of office procedures.
• Ability to work and interact with students, staff, faculty, parents, foreign institutions and the needs of diverse constituents.
• Proven ability to work successfully both as an individual contributor and as part of a team.
• Must have excellent organizational and time management skills as well as the ability to prioritize complex and changing needs.
• Demonstrated skill in problem-solving, decision-making, sound judgment and trouble shooting.
• Proficiency in Microsoft Office and knowledge of computer databases and electronic communications software, and ability and initiative to learn new systems and programs.
• Demonstrated writing and proofreading skills.
• Ability or willingness and capability to learn to update web pages, manage social media applications and postings.
• Must be detail oriented with a high degree of accuracy.
• Strong interpersonal skills and the ability to communicate with a wide range of constituencies both Tact, professionalism, and demonstrated experience in handling highly sensitive and confidential information.
• Ability to work independently with minimal supervision.

Preferred Qualifications

• Experience in an academic environment.

Department Contact for Recruitment Inquiries

Megan Wood

Department Contact Phone Number

603-646-3123

Department Contact for Cover Letter and Title

Megan Wood, Associate Director Global Engagement and Programs

Department Contact's Phone Number

603-646-3123

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

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/68254

Key Accountabilities

Description

Office Management

• Serves as the first point of contact for the Guarini Institute.
• Manages and triages communications received by the Guarini Institute.
• Oversees the smooth functioning of Guarini Institute office space and assists with supporting different positions within the Institute associated with projects, meetings, data input.
• Manages the Guarini Institute calendar and events.
• Schedules meetings for Guarini Institute staff.
• Tracks and monitors deadlines and pending items, performs follow-up with appropriate contacts to ensure consistent and efficient workflow and completion of tasks in a timely manner.
• Anticipates and proactively manages preparation and follow-up for meetings, events, and programs.
• Participates in staff meetings. Takes minutes, and ensures timely and accurate dissemination of information and follow-up.
• Works with the Associate Director, Operations to ensure program budget information is up to date. Inputs data and creates reports.
• Manages office space issues and operating supplies.
• Responsible for making sure zoom meetings and conference space is functional for the needs of the office and visitors for presentations and staff meetings.

Percentage Of Time

50%

Description

Outreach and Communications

• Works with the Guarini Institute team to develop and implement outreach to internal and external constituents, coordinating with counterparts in various Dartmouth administrative and academic departments.
• Assists in preparing and designing communications materials.
• Develops and manages the Guarini Institute website and social media accounts in collaboration with others for content.
• Supports campus events on behalf of the Guarini Institute including the annual Off-Campus Programs Fair.

Percentage Of Time

20%

Description

Program Support

• Assists the Guarini Institute Leadership team in preparing program reports as well as collects information required to maintain appropriate records for program operations and reviews.
• Assists and proactively manages Executive Director’s calendar, correspondence, event/report preparation and travel arrangements.
• Follow up with students on post decision materials and requirements for study away.
• Assists in organizing and hosting campus visitors.
• Inputs data and maintains data integrity for program budgets with guidance of the Assistant Director, Operations.
• Responsible for data entry and record maintenance in study abroad software.
• Maintains agreements database.
• Updates program information regularly with guidance from Guarini Institute team.
• Provides administrative support to the Committee on Off Campus Activities.

Percentage Of Time

30%

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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.
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Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents