Administrative Assistant IV

Position Details

Position Information

Posting date

08/09/2023

Closing date

Open Until Filled

Yes

Position Number

1126052

Position Title

Administrative Assistant IV

Department this Position Reports to

Dean of Faculty, Arts & Sciences

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

M-F, 8:00 AM to 5:00 PM.

Location of Position

Hanover, NH 03755
Wentworth Hall, 2nd Floor

Remote Work Eligibility?

Hybrid

Is this a term position?

No

If yes, length of term in months.

Is this a grant funded position?

No

Position Purpose

Provides day-to-day administrative support to the Office of the Dean of Faculty. Maintains an understanding of office commitments and acts to ensure the smooth flow of work and timely accomplishments of office objectives. Works to increase office efficiency and productivity and serves as the first point of contact for visitors to the Dean of the Faculty Office.

Description

Required Qualifications - Education and Yrs Exp

Bachelors or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

Skills & Knowledge

* In-depth knowledge of office and administrative procedures and work flow.
* Strong organizational skills.
* Proven ability to juggle priorities and multitask within a busy environment.
* Initiative, sound judgment, and ability to work independently.
* Strong communication, interpersonal, and diplomacy skills; enjoys working with a variety of people.
* Flexible nature; nimble; ability to adjust and respond to changing demands.
* Proficient with standard office computer systems such as Microsoft Word, Outlook and Excel; PowerPoint; Filemaker; and other programs. Proactive in learning new technologies.
* Curious, creative, and engaged team player
* Ability to handle sensitive information with tact and to maintain confidentiality.
* Commitment to diversity and to serving the needs of a diverse population.

Minimum Experience

* Three plus years of office/administrative experience in a related field, with some degree of autonomy.

Preferred Qualifications

Department Contact for Recruitment Inquiries

Leslie Tait

Department Contact Phone Number

603-646-3999

Department Contact for Cover Letter and Title

Leslie Tait, Executive Assistant to the Dean of the Faculty

Department Contact's Phone Number

603-646-3999

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/70086

Key Accountabilities

Description

Office Support

· Handles highly confidential faculty matters to ensure accuracy and accessibility of information.
· Drafts emails, agendas, and letters for the Executive Assistant to the DOF to send. Enters information from letters into the Faculty database ( IRIS ), and files digital letters appropriately in shared files.
· Exercises judgment with regards to notes, emails, and other communications to determine whether and how to save materials for future reference.
· Assists with the submission of expense reimbursements.
· Assists in planning small or large events such as lunches, receptions, and presentations including scouting locations, and provides on-site assistance.
· Responsible for ensuring the office supplies are ordered in a timely fashion.
· Ensures the office kitchen is properly stocked.

Percentage Of Time

25

Description

Calendar Management/Communications/Other Events:

· Assists the Executive Assistant to the Dean of the Faculty with various scheduling responsibilities.
· Prepares materials for various meetings and events, including agendas, minutes, and spreadsheets.
· Coordinates technology needs for presentations.
· Ensures accuracy, thoroughness, and confidentiality of information pertaining to faculty, students, staff, departments and programs.
· Assists with answering phone lines, directing calls, and responding to inquiries on behalf of the Executive Assistant to the Dean of the Faculty.
· Manages the CFOO’s calendar, meeting requests, and other scheduling responsibilities – in addition to providing occasional support for other DoF staff members.

Percentage Of Time

25

Description

Department and Program Reviews

· Coordinates and organizes Department and Program Reviews on behalf of the Dean of Faculty and Associate Deans
· Communicates thoroughly with review participants
· Follows/applies guidelines for scheduling, arranging meeting space, and coordinating meeting materials for the review participants
· Arranges travel accommodations, schedules and meetings for internal and external participants.

Percentage Of Time

25

Description

Committee Advisory to the President

· Assists the Executive Assistant to the Dean of the Faculty with the preparation, distribution, and retrieval of highly confidential material for the Committee Advisory to the President ( CAP )
· Prepares candidate materials (paper copies or digitally)
· Communicates directly with the CAP members, as needed
· Assembles and disassembles review notebooks
· Arranges delivery and retrieval of materials

Percentage Of Time

25

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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
   • 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