Operations Assistant, Financial and Administrative

Position Details

Position Information

Posting date

06/07/2023

Closing date

Open Until Filled

Yes

Position Number

1125509

Position Title

Operations Assistant, Financial and Administrative

Department this Position Reports to

Nicole Constantineau and Alicea Bursey

Hiring Range Minimum

$21.94/hr

Hiring Range Maximum

$27.43/hr

Union Type

Not a Union Position

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

8am – 5pm, Monday-Friday, with flexibility for occasional evenings or weekends. On-site presence is expected to be three days per week.

Location of Position

Lebanon, NH
Dartmouth Hitchcock Medical Center.

Remote Work Eligibility?

Hybrid

Is this a term position?

No

If yes, length of term in months.

N/A

Is this a grant funded position?

Yes

Position Purpose

Reporting to the Dartmouth Cancer Center ( DCC ) Associate Director for Strategic Initiatives & Global Oncology ( ADSIGO ), provides day-to-day administrative support for the Cancer Biology ( CANB ) Program. Also reporting to the Senior Research Administrator on the Finance team, will manage daily financial activities to facilitate an efficient administrative infrastructure supporting the department’s multi-disciplinary academic and research goals.

Description

The Dartmouth Cancer Center (formerly Norris Cotton Cancer Center) is one of just 53 U.S. National Cancer Institute designated comprehensive cancer centers and the only one north of Boston and east of Albany. We are responsible for advancing cancer science through research, treating patients, and educating clinicians and scientists. The Cancer Center is located at Dartmouth Hitchcock Medical Center in Lebanon, NH and our director reports jointly to the President of Dartmouth Health and the Dean of Geisel School of Medicine at Dartmouth College. The Operations Assistant is part of the central administrative, financial, and management team working in the Rubin Building at Dartmouth Hitchcock Medical Center. The Operations Assistant reports directly to the Associate Director for Strategic Initiatives & Global Oncology and the faculty director of the Cancer Biology doctoral training program, as well as to the Senior Research Administrator for the Financial Team. Over the summer of 2022, the team is transitioning back to onsite work. Our atmosphere is collaborative and positive with a distinct appreciation for diversity, equity, and inclusion. We have tremendous respect for our crucial role in providing cancer treatment to our neighbors in New Hampshire and Vermont, discovering better treatments for cancer, and advancing the careers of clinicians and scientists. The successful candidate will join our stable group of professionals dedicated to developing the careers of the next generation of cancer researchers.

The successful candidate will be comfortable working with varying audiences at all levels, energetic, and responsive. You’ll be a part of the process that has and will produce science with a global impact.

Required Qualifications - Education and Yrs Exp

3+ years of experience

Required Qualifications - Skills, Knowledge and Abilities

• Three years of general office or financial experience.
• Flexibility and openness to change.
• Financial transaction processing experience.
• Ability to maintain and foster confidentiality.
• Attention to detail and accuracy.
• Ability to manage logistical and administrative details of multiple tasks or projects.
• Excellent verbal and written communication and interpersonal skills.
• Ability to work effectively, independently, and as a member of a team.
• Proficiency in database management, spreadsheets, and other computer software.
• Willingness and ability to exercise judgment and initiative and to interact with a diverse set of faculty, personnel, and outside agencies in a professional manner.
  
  

Preferred Qualifications

• Associate’s degree, or the equivalent work experience.
• Ability to plan work, set priorities, and respond to pressures, deadlines, and changes in schedules and priorities.
• Demonstrated ability to effectively collaborate and interact with all levels of employees, management, and leadership.
• Familiarity with Dartmouth accounting systems and procedures.
• Commitment to diversity and to serving the needs of a diverse community.

Department Contact for Recruitment Inquiries

Alicea Bursey

Department Contact Phone Number

603-646-5221

Department Contact for Cover Letter and Title

Linda Kennedy & Nicole Constantineau

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

This position is funded by a grant. Continuation is based upon available funds.

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/69098

Key Accountabilities

Description

Coordination/Support

• Serves primary point of contact for student issues and course management.
• Manage timetables, qualifiers, and course approvals.
• Works with students to ensure program requirements are met.
• Onboards new students.
• Preparing and processing business expense reports, interdepartmental invoices, and deposits for faculty and staff.
• Entering requisitions in iProcurement.
• Maintaining billing processes for contractual agreements with collaborating organizations.
• Compiling and coordinating grant applications and renewals.
• Editing and reviewing applications.
• Researching transactions and accounting details.
• Processing paperwork for new employees.
  
  

Percentage Of Time

40

Description

Communication/Coordination

• 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, program, department, and College policies and procedures.
• Coordinates and communicates about financial transactions with the finance center.
• Maintains files for documentation and reconciliation of procurement card purchases by department faculty, students, and staff; holder of the departmental procurement card.
• Performs data entry and may run reports in financial/administrative systems and databases.
• Prepares and processes payables, journal transfers, etc.
• Communicates respectfully with a diverse community.
• Manages Listservs and other program communications.

Percentage Of Time

40

Description

Other

• Prepares and monitors financial requests.
• Reserves classroom space.
• Delivers exceptional customer service, ensures responsiveness, and accuracy.
• Participates in customer specific training for departmental personnel in financial transactions.
• Prepares a wide variety of materials such as correspondence, committee minutes and reports, handouts; proof reading to ensure accuracy.
• Maintains office files and department databases, following records retention procedures.
• May assist with maintenance of departmental and program websites.
• Maintains office equipment and orders office supplies.
• Coordinates with Geisel Facilities office on office moves and other facility related issues.
• Orients new, students, staff, and visitors to the office and the community.
• 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. Cover Letter
2. Resume

Optional Documents

1. Curriculum Vitae
2. Additional Document #1
3. Additional Document #2