Administrative Assistant IV
Dartmouth College

Job Info

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Posting date:

11/14/2024

Open Until Filled:

Yes

Position Number:

1129141

Position Title:

Administrative Assistant IV

Department this Position Reports to:

Guarini Institute for International Education

Hiring Range Minimum:

$22.75

Hiring Range Maximum:

$28.45

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

Location of Position:

Hanover, NH
44 N. College Street

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:

To provide administrative support to supervisors/department and to coordinate activities that will increase department efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the department.

Required Qualifications - Education and Yrs Exp:

Associates or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities:

Experience

• Three plus years of office experience in a related field, with a high degree of autonomy.

Skills & Knowledge

• In-depth knowledge of office procedures.
• Strong organizational and planning skills and ability to set priorities.
• Highly proficient with computer applications.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality.
• Detail oriented with a high level of accuracy.

Preferred Qualifications:

• Bachelor's degree.

Department Contact for Recruitment Inquiries:

Megan Wood

Department Contact Phone Number:

603-646-1202

Department Contact for Cover Letter and Title:

Megan Wood

Department Contact's Phone Number:

603-646-1202

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

Quick Link:

https://searchjobs.dartmouth.edu/postings/76574

Description:

Calendar Management

• Manages, plans, and coordinates the details of a complex set of daily appointment calendars for the Institute's directors and associate directors to ensure the most efficient use of leadership staff time.
• Coordinates and schedules a variety of meetings and activities to support office functions as well as updates schedules and plans on upcoming meetings as needed.
• Briefs the leadership team on changes in schedules and priorities or on matters needing immediate attention.

Percentage Of Time:

15%

Description:

Committee, Meeting & Event Support

• Coordinates, attends, and participates in various meetings and events, liaising with other offices and departments as needed.
• Gathers information for the meetings and events, coordinates items for agendas and schedules, and distributes material to participants prior to meetings/activities.
• Takes minutes at meetings, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.
• Responsible for the coordination/implementation events including quarterly pre-arrival orientations, program meetings, workshops, conferences, faculty/guest speakers, student presentations, open houses, social gatherings, and seminars.

Percentage Of Time:

10%

Description:

Communication/Coordination

• Interacts regularly with a wide range of internal and external constituents and staff members.
• Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
• Interprets, applies and explains office, department, and College policies and procedures.
• Collects and updates emergency contact information from faculty, staff, students, and local partners, and distributes to key campus constituents.
• Communicates with student program participants to ensure timely submission of required forms and materials.
• Maintains cognizance of working within a diverse community and enhancing diversity and acts appropriately regarding diversity in dealing with others.

Percentage Of Time:

20%

Description:

Program Support

• Supports Institute staff with program administrative tasks across the Guarini Institute portfolio, including new and emerging program options.
• Maintains, collects, and monitors post-decision forms required for student and faculty participation on programs and distributes essential information to program partners.
• Maintains and manages system to track missing/delinquent student forms.
• Processes routine term information for distribution to students, staff, and faculty.
• Reviews student health forms, informing Institute staff of special health issues or other non-routine issues.
• Assists with the development and maintenance of Guarini Institute web site, ensuring timely updates to program brochure pages
• Evaluates project effectiveness and recommends changes to policies and procedures.

Percentage Of Time:

40%

Description:

General Office Support

• Drafts and proofreads memos and correspondence.
• Types and prepares a wide variety of materials such as correspondence, committee minutes and reports, handouts, etc., proofreading to ensure accuracy.
• Orients new staff and visitors to the office and the community.
• Supports the office's mission to foster inclusiveness and diversity

Percentage Of Time:

15%

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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.

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