Executive Assistant to the Dean of Libraries at Dartmouth College in hanover, New Hampshire

Job Description:

Posting date:

05/20/2024

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:

$37.00

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:

37.5

Location of Position:

Hanover, NH 03755
Baker Library
Room 115

Remote Work Eligibility?:

Onsite only

Is this a term position?:

No

Is this a grant funded position?:

No

Position Purpose:

A critical member of the Library Administration team, the Executive Assistant to the Dean of Libraries provides high level administrative support to the Dean of Libraries, manages critical office functions, and maintains a welcoming and professional office setting. The Executive Assistant manages the Dean's schedule, prepares meeting materials, minutes, and correspondence, and supports the activities, events and projects of the Library Leadership Team. In addition, the role encompasses communications on behalf of and for the Dean of Libraries, including key aspects of donor relations. The dynamic nature of this role requires that the role holder possesses excellent self-directing skills and the ability to understand and respond to evolving needs.

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.


• Demonstrated ability to work independently, set priorities, anticipate and adapt to evolving needs.


• Exceptional organizational and planning skills; excellent calendar management skills; meticulous attention to detail and accuracy.


• Excellent 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).


• Ability to initiate, plan and coordinate short- and long-term projects.

Preferred Qualifications:

• Bachelor's degree strongly preferred.


• 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 Recruitment Inquiries:

Shea Roll

Department Contact for Cover Letter and Title:

Susanne Mehrer, Dean of Libraries

Department Contact's Phone Number:

Lora.L.Coble@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

Quick Link:

https://searchjobs.dartmouth.edu/postings/73858

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.


• Effectively anticipates needs and plans accordingly.

Percentage Of Time:

25%

Description:

• Provides support for the Library Leadership Team's strategic initiatives, activities, and projects. Ensures effective workflows and coordinated organization.

Percentage Of Time:

20%

Description:

• Prepares correspondence, reports, presentations, memoranda, briefings, and other written materials for the Dean. Fully supports Libraries 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 Libraries, 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 Libraries in a timely manner, utilizing online financial systems.

Percentage Of Time:

10%

Description:

• Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) and is the office liaison to the Dartmouth Conferences and Special Events Office. Is the primary scheduler for library conference rooms.

Percentage Of Time:

15%

Description:

• Serves as the primary point of contact for inquiries and visitors, including answering, directing and/or screening incoming communications.


• Manages and maintains current information for business contacts, email distribution lists, and the Library Administration website as requested.


• Prioritizes, organizes, tracks, and assures successful follow-up on inquiries, events and meetings.

Percentage Of Time:

5%

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:

• Serves as the records custodian for Library Administration; organizes and manages print and digital records, correspondence, and other files, including library records stored at Records Management.

Percentage Of Time:

5%

Description:

• Ensures business continuity by clearly documenting Library Administration procedures and trains other library administration staff to act as back-up as appropriate.

Percentage Of Time:

5%

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

--:

Performs other duties as assigned

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