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Executive Assistant to the Dean of Libraries

Employer
Dartmouth College
Location
New Hampshire, United States
Salary
Salary Not Specified
Posted date
Dec 6, 2021

View more

Position Type
Faculty Positions, Business & Management, Management, Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Development & Advancement, Executive, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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Position Details

Posting date

12/03/2021

Application Review date

12/17/2021

Closing date

Open Until Filled

Yes

Position Number

0043701

Position Title

Executive Assistant to the Dean of Libraries

Department this Position Reports to

Library, Administration

Hiring Range Minimum

$30.00

Hiring Range Maximum

$36.78

SEIU Level

Not an SEIU Position

FLSA Status

Non-Exempt

Employment Category

Regular Full Time

Scheduled Months per Year

12

Scheduled Hours per Week

37.5

Schedule

Location of Position

Baker Library
Room 115
Hanover, NH 03755

Is this a term position?

No

If yes, length of term in months.

Is this a grant funded position?

No

Position Purpose

The Executive Assistant to the Dean of Libraries provides high level administrative support to the Dean of Libraries, manages critical office functions and projects, and supports the activities and projects of the entire Library Leadership Team in a dynamic and evolving environment. This role has primary responsibility for all aspects of the Dean’s calendar, including meeting preparation and follow-up. In addition, the role encompasses communications on behalf of and for the Dean of Libraries, including key aspects of grant management and donor relations.

Description

Required Qualifications - Education and Yrs Exp

Bachelors or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities
  • Five plus years of relevant administrative experience in a dynamic and highly demanding environment.
  • Excellent organizational and planning skills and ability to set priorities; excellent calendar management skills; meticulous attention to detail and accuracy.
  • Exceptional communication and interpersonal skills, including ability to work with senior leaders, faculty, alumni, donors and other key stakeholders.
  • Diplomacy, discretion and ability to maintain confidentiality.
  • Highly proficient with computer applications (MS Office; G Suite; and other relevant office applications).
  • Demonstrated ability to work independently, set priorities, and respond to changing needs as required.
  • Ability to initiate, plan and coordinate short and long term projects.
Preferred Qualifications
  • Demonstrated office management experience.
  • Experience of working with grants and donor relations.
  • Experience with web content management.
  • Experience with Canva design app and MailChimp marketing platform.
Department Contact for Cover Letter and Title

Susanne Mehrer

Talent Acquisition Consultant

Rabia Gandhi

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.

Special Instructions to Applicants

Please note that Dartmouth has a COVID vaccination requirement for all employees; visit https://www.dartmouth.edu/hrs/ to review the policy and for details and information on requesting an exemption and/or reasonable accommodation. Compliance with the Dartmouth COVID -19 Employee and Appointee Vaccination Policy is a condition of employment.

Quick Link

https://searchjobs.dartmouth.edu/postings/60882

Key Accountabilities

Description

Manages all aspects of the Dean’s schedule of appointments ensuring that details of meetings, including background materials, are provided well in advance, communicated accurately, and followed up if necessary. Coordinates the Dean’s travel arrangements and logistics and processes the appropriate travel related financial forms.

Percentage Of Time

25%

Description

Maintains an annual calendar of actions needed and provides leadership for annual planning cycles and priorities to ensure effective time management. Provides project support for Leadership Team initiatives and programs.

Percentage Of Time

15%

Description

Prepares correspondence, reports, presentations, memoranda, briefings and other written materials for the Dean. Fully supports Library meetings, including minute-taking as required.

Percentage Of Time

10%

Description

Assists the Dean and the Leadership Team in the donor relations and stewardship efforts of the Library, including coordination with the Development Office. Acts as a liaison with the Gift Recording Office regarding donations. Tracks, processes, acknowledges, and maintains financial records for gifts to the Library, utilizing online financial systems.

Percentage Of Time

10%

Description

Serves as the primary point of contact for inquiries and visitors, including answering, directing and/or screening incoming communications. Prioritizes, organizes, tracks and assures successful follow-up on inquiries, events and meetings.

Percentage Of Time

10%

Description

Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.); is the office liaison to the Dartmouth Conferences and Special Events Office. Manages and maintains current information for business contacts, email distribution lists, and the Library Administration website as requested. Is the primary scheduler for Library conference rooms.

Percentage Of Time

10%

Description

Builds and maintains strong communications with key stakeholders, including the Office of the Provost, the Office of the President, Advancement Division and other Dartmouth departments, faculty, students, alumni and off-campus constituencies.

Percentage Of Time

5%

Description

Guided by the Director of Financial & Administrative Services, supports the Dean and the Leadership Team in financial reporting, including grant management.

Percentage Of Time

5%

Description

Serves as the records manager for Library Administration; organizes and manages print and digital records, correspondence and other files, including Library records stored at Records Management, with particular responsibility for the files of the Dean and donor/development files.

Percentage Of Time

5%

Description

Ensures business continuity by clearly documenting Library Administration procedures, training other support staff as appropriate and providing regular refresher sessions.

Percentage Of Time

5%

--

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 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
    • HERC
    • Higher Ed Jobs
    • Indeed
    • Inside Higher Ed Jobs
    • LinkedIn
    • National Black MBA Association
    • Recruit Military
    • Prospanica
    • Valley News
    • Other (Please specify below)
  2. If you answered 'Other' to the above question, please specify here

    (Open Ended Question)

Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Curriculum Vitae
  2. Additional Document #1
  3. Additional Document #2


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