Administrative Assistant IV
Dartmouth College
Hanover, NH
Full-time
Administration / Clerical
Posted on April 26, 2024
Position Details
Position Information
Posting date
03/25/2024
Closing date
Open Until Filled
Yes
Position Number
1128616
Position Title
Administrative Assistant IV
Department this Position Reports to
Associate Dean for Diversity, Equity and Inclusion
Hiring Range Minimum
$22.75/hr.
Hiring Range Maximum
$28.45/hr.
Union Type
Not a Union Position
SEIU Level
Not an SEIU Position
FLSA Status
Non-Exempt
Employment Category
Regular Part Time
Scheduled Months per Year
12
Scheduled Hours per Week
20
Schedule
The position is 20 hours per week. The exact schedule will be discussed with the successful candidate.
Location of Position
Hanover, NH
Remote Work Eligibility?
Hybrid
Is this a term position?
No
If yes, length of term in months.
NA
Is this a grant funded position?
No
Position Purpose
The administrative assistant will work concurrently in multiple areas of responsibility while assisting the associate dean of diversity, equity, inclusion and belonging with identifying and meeting often unforeseen requests and deadlines. The office of Diversity, Inclusion and Community Engagement ( DICE) is seeking applicants for this position, who exercises a high degree of initiative, confidentiality, judgment, and decision making while serving as a liaison to the Geisel School of Medicine and Dartmouth Hitchcock medical communities. This position will work with a wide range of administrative, operational, and executive support activities, including coordination and oversight of co-curricular programs.
Description
Required Qualifications - Education and Yrs Exp
Associates plus 3+ years' experience or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities
• Detail-oriented in preparing documents
• In-depth knowledge of office procedures
• Strong writing skills
• Exceptional organizational and planning skills, and ability to set and reset priorities
• Proficient with computer applications such as Microsoft Outlook, Word, and Excel
• Excellent communication & interpersonal skills with customer service focus
• Initiative, sound judgment, and ability to work independently
• Ability to maintain confidentiality
• Ability to work well within a team structure
• Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.
• Participates as a development team member in bringing a sense of humor and joy to their work and workplace.
Preferred Qualifications
Department Contact for Recruitment Inquiries
Lisa McBride, Ph.D.
Department Contact Phone Number
Lisa.M.McBride@dartmouth.edu
Department Contact for Cover Letter and Title
Lisa McBride, Ph.D.
Department Contact's Phone Number
Lisa.M.McBride@dartmouth.edu
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. https://policies.dartmouth.edu/policy/tobacco-free-policy
Additional Instructions
Quick Link
https://searchjobs.dartmouth.edu/postings/73050
Key Accountabilities
Description
General Office Support
· Sets up conference calls and webinars; registers office staff for webinars and seminars.
· Orients new staff and visitors to the office and the community.
· Supports the office's mission to foster inclusiveness and diversity.
Percentage Of Time
25%
Description
Information Management
· Research files and databases for prospect information and prepares customized reports for Office of Health Care Philanthropy staff.
· Ensures security and confidentiality of sensitive information and material.
· Processes donor visit contact reports to The Raiser's Edge system, provides Advancement Services with biographical data updates and new gift details when appropriate.
Percentage Of Time
15%
Description
Communication/Coordination
· Serves as primary point of contact for the Office of Health Care Philanthropy and as a liaison with donors and prospects, requiring knowledge of office policies as well as the ability to represent the office to the institution and community.
· Types correspondence, proposals, reports, and other materials for submission to prospective donors; proofreads for accuracy, suggesting editorial changes where appropriate; assists in the creation and presentation of materials.
· Coordinates production of marketing materials with Communications staff.
· Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the Associate Directors.
· Handles a variety of persons wishing to make appointments and effectively re-directs callers/visitors to the appropriate individual/office.
· Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
Percentage Of Time
15%
Description
Committee/Meeting Participation
· Gathers information for meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting.
· Attends and participates in various meetings as requested by the Associate Directors.
· Takes meeting minutes, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.
Percentage Of Time
15%
Description
Calendar Management
· Manages, plans, and coordinates the details of two Office of Health Care Philanthropy officers' complex daily appointment calendars to ensure the most efficient use of their time; briefs members of the team on changes in schedules and on matters needing immediate attention.
· Coordinates and schedules a variety of activities to support office functions and meetings.
Percentage Of Time
10%
Description
Project Coordination
· Develops and implements project activities based on defined project scope and objectives.
· Sets and maintains project schedules and timelines; evaluates project effectiveness, then recommends and documents changes to policies and procedures.
· In conjunction with our internal Events Manager, coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) including locating and reserving facility space, arranging necessary services, coordinating schedules and itineraries, and overseeing actual event; works as member of team for larger events (which may include occasional nights and weekends).
· Plans and implements logistical support for events and other engagement opportunities as needed.
Percentage Of Time
10%
Description
Program Management
· Interfaces with other departments on behalf of the Associate Directors to ensure the smooth, orderly, and efficient functioning of cross-departmental needs.
· Screens and processes mail, e-mail, and phone calls; ensures accurate, appropriate and timely follow-up.
· Plans and coordinates travel itineraries and makes travel arrangements for the Office of Health Care Philanthropy team; processes reimbursement requests (post-travel and otherwise).
Percentage Of Time
10%
-
--
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 (*).
Required Documents
Position Information
Posting date
03/25/2024
Closing date
Open Until Filled
Yes
Position Number
1128616
Position Title
Administrative Assistant IV
Department this Position Reports to
Associate Dean for Diversity, Equity and Inclusion
Hiring Range Minimum
$22.75/hr.
Hiring Range Maximum
$28.45/hr.
Union Type
Not a Union Position
SEIU Level
Not an SEIU Position
FLSA Status
Non-Exempt
Employment Category
Regular Part Time
Scheduled Months per Year
12
Scheduled Hours per Week
20
Schedule
The position is 20 hours per week. The exact schedule will be discussed with the successful candidate.
Location of Position
Hanover, NH
Remote Work Eligibility?
Hybrid
Is this a term position?
No
If yes, length of term in months.
NA
Is this a grant funded position?
No
Position Purpose
The administrative assistant will work concurrently in multiple areas of responsibility while assisting the associate dean of diversity, equity, inclusion and belonging with identifying and meeting often unforeseen requests and deadlines. The office of Diversity, Inclusion and Community Engagement ( DICE) is seeking applicants for this position, who exercises a high degree of initiative, confidentiality, judgment, and decision making while serving as a liaison to the Geisel School of Medicine and Dartmouth Hitchcock medical communities. This position will work with a wide range of administrative, operational, and executive support activities, including coordination and oversight of co-curricular programs.
Description
Required Qualifications - Education and Yrs Exp
Associates plus 3+ years' experience or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities
• Detail-oriented in preparing documents
• In-depth knowledge of office procedures
• Strong writing skills
• Exceptional organizational and planning skills, and ability to set and reset priorities
• Proficient with computer applications such as Microsoft Outlook, Word, and Excel
• Excellent communication & interpersonal skills with customer service focus
• Initiative, sound judgment, and ability to work independently
• Ability to maintain confidentiality
• Ability to work well within a team structure
• Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.
• Participates as a development team member in bringing a sense of humor and joy to their work and workplace.
Preferred Qualifications
Department Contact for Recruitment Inquiries
Lisa McBride, Ph.D.
Department Contact Phone Number
Lisa.M.McBride@dartmouth.edu
Department Contact for Cover Letter and Title
Lisa McBride, Ph.D.
Department Contact's Phone Number
Lisa.M.McBride@dartmouth.edu
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. https://policies.dartmouth.edu/policy/tobacco-free-policy
Additional Instructions
Quick Link
https://searchjobs.dartmouth.edu/postings/73050
Key Accountabilities
Description
General Office Support
· Sets up conference calls and webinars; registers office staff for webinars and seminars.
· Orients new staff and visitors to the office and the community.
· Supports the office's mission to foster inclusiveness and diversity.
Percentage Of Time
25%
Description
Information Management
· Research files and databases for prospect information and prepares customized reports for Office of Health Care Philanthropy staff.
· Ensures security and confidentiality of sensitive information and material.
· Processes donor visit contact reports to The Raiser's Edge system, provides Advancement Services with biographical data updates and new gift details when appropriate.
Percentage Of Time
15%
Description
Communication/Coordination
· Serves as primary point of contact for the Office of Health Care Philanthropy and as a liaison with donors and prospects, requiring knowledge of office policies as well as the ability to represent the office to the institution and community.
· Types correspondence, proposals, reports, and other materials for submission to prospective donors; proofreads for accuracy, suggesting editorial changes where appropriate; assists in the creation and presentation of materials.
· Coordinates production of marketing materials with Communications staff.
· Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the Associate Directors.
· Handles a variety of persons wishing to make appointments and effectively re-directs callers/visitors to the appropriate individual/office.
· Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
Percentage Of Time
15%
Description
Committee/Meeting Participation
· Gathers information for meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting.
· Attends and participates in various meetings as requested by the Associate Directors.
· Takes meeting minutes, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.
Percentage Of Time
15%
Description
Calendar Management
· Manages, plans, and coordinates the details of two Office of Health Care Philanthropy officers' complex daily appointment calendars to ensure the most efficient use of their time; briefs members of the team on changes in schedules and on matters needing immediate attention.
· Coordinates and schedules a variety of activities to support office functions and meetings.
Percentage Of Time
10%
Description
Project Coordination
· Develops and implements project activities based on defined project scope and objectives.
· Sets and maintains project schedules and timelines; evaluates project effectiveness, then recommends and documents changes to policies and procedures.
· In conjunction with our internal Events Manager, coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) including locating and reserving facility space, arranging necessary services, coordinating schedules and itineraries, and overseeing actual event; works as member of team for larger events (which may include occasional nights and weekends).
· Plans and implements logistical support for events and other engagement opportunities as needed.
Percentage Of Time
10%
Description
Program Management
· Interfaces with other departments on behalf of the Associate Directors to ensure the smooth, orderly, and efficient functioning of cross-departmental needs.
· Screens and processes mail, e-mail, and phone calls; ensures accurate, appropriate and timely follow-up.
· Plans and coordinates travel itineraries and makes travel arrangements for the Office of Health Care Philanthropy team; processes reimbursement requests (post-travel and otherwise).
Percentage Of Time
10%
-
--
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 (*).
- * 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)
- jobs@dartmouth.edu 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 (searchjobs.dartmouth.edu)
- Other (Please specify below)
- If you would like to add more information to your answer, please specify here:
(Open Ended Question)
Required Documents
- Cover Letter
- Resume
