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Finance and Grant Management Assistant

Dartmouth College
Hanover, New Hampshire, United States
Salary Not Specified
Date posted
May 23, 2024

Job Details

Position Details

Position Information

Posting date


Closing date

Open Until Filled


Position Number


Position Title

Finance and Grant Management Assistant

Department this Position Reports to


Hiring Range Minimum


Hiring Range Maximum


Union Type

Not a Union Position

SEIU Level

Not an SEIU Position

FLSA Status


Employment Category

Regular Full Time

Scheduled Months per Year


Scheduled Hours per Week



M-F 8:00-5:00

Location of Position

Hanover, NH

Remote Work Eligibility?


Is this a term position?


If yes, length of term in months.


Is this a grant funded position?


Position Purpose

To provide budgetary and administrative support to the Research Grant Manager to assure compliance with College and sponsor policy. To coordinate and perform a wide variety of department/program activities that will increase department/program efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the department/program.


Required Qualifications - Education and Yrs Exp

Bachelors or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities
  • Bachelor’s degree in business administration, science or the equivalent combination of education and experience.
  • Four years experience in grant and contract administration in an educational setting.
  • Experience applying regulations specific to grants.
  • Experience interacting with PI’s to meet their specific needs relating to grant management.
  • Well developed verbal and written communication skills.
  • Ability to understand and apply research administration and accounting policies and procedures.
  • Ability to work independently or in a team environment.
  • Organizational skills and attention to detail.
  • Knowledge of college electronic financial systems and Excel spreadsheets.
  • Knowledge of relevant OMB circulars and other grant related regulations.
  • Understanding of institutional policies, how they are applied in grant related transactions.
  • Demonstrated willingness for continued professional development.
Preferred Qualifications

Department Contact for Recruitment Inquiries

Rebecca Talmadge and Kate Soule

Department Contact Phone Number

(603) 646–3213 and 603-646-2803

Department Contact for Cover Letter and Title

Rebecca Talmadge

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, conduct review, 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.

Additional Instructions

Quick Link

Key Accountabilities


Grant Administration
  • Assists RGM with the financial and administrative management of sponsored projects. Monitors expenses for allowability, allocability and consistency with faculty and sponsor objectives. Monitors compliance with internal and external policies. Monitors expenditure levels to avoid cost overruns. Notifies RGM when issues or problems arise.
  • Reconciles expenses and revenues of the grant against established amounts and ensures that all errors are corrected on a timely basis.
  • Collects and consolidates information and data to prepare routine and specific reports to meet internal and external requirements. Develop and update periodic reports and budget projections using Excel-based projection models.
  • Processes purchasing card, e-procurement, accounts payable, and reimbursement transactions. Prepares and processes cost transfers to correct errors or appropriately reallocate expenses.
  • Develops and streamlines office administrative systems.
  • Assist RGM with Pre-award process as needed.
  • Understands institutional policies and keeps abreast of changes.
  • Interact with faculty and department administration to further grant processes.
Percentage Of Time



General Office Support
  • Coordinates a variety of activities to support department functions.
  • Monitors and orders department supplies.
  • Updates and maintains department website within website template and departmental guidelines.
  • Troubleshoots and orders service of department and building equipment (photocopies and conference room technology).
  • Establishes and maintains department files and databases (e.g. student grades, enrollment, department information) to ensure accuracy and accessibility of information.
Percentage Of Time



Accounting & Reconciliation
  • Process payments (e.g. travel and business expense reimbursements, invoices, student awards) and other paperwork associated with department and faculty accounts.
  • Obtain necessary documentation to submit purchase requisitions for purchase orders via eProcurement system or to submit to ASFC .
  • Reconcile purchasing card transactions.
  • Collect receipts and business purpose information and ensure correct accounts are charged.
  • Complete monthly reconciliations, identifying and correcting any discrepancies.
  • Monitor College financial policies and procedures and apply this knowledge when using forms and systems.
Percentage Of Time




Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.


Performs other duties as assigned.
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn about this employment opportunity?
    • Current Dartmouth employee (Please specify full name below)
    • Word of mouth
    • Mentioned on social, digital, or print media (e.g. LinkedIn feed, VOX, Valley News, listserv)
    • email outreach
    • Recruiter (Please specify full name or event below)
    • abilityJOBS
    • Chronicle of Higher Education
    • Glassdoor
    • Handshake
    • HigherEdJobs
    • Indeed
    • Inside Higher Ed
    • LinkedIn’s Job Board
    • RecruitMilitary
    • Dartmouth’s Job Board (
    • Other (Please specify below)
  2. If you would like to add more information to your answer, please specify here:

    (Open Ended Question)

Documents Needed to Apply
Required Documents
  1. Cover Letter
  2. Resume
Optional Documents


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