Administrative Assistant III at Dartmouth College in hanover, New Hampshire

Job Description:

Posting date:

05/20/2024

Open Until Filled:

Yes

Position Number:

1127231

Position Title:

Administrative Assistant III

Department this Position Reports to:

French and Italian

Hiring Range Minimum:

$20.00

Hiring Range Maximum:

$25.00

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:

M - F 8 - 5 (to be worked out)

Location of Position:

Hanover, NH 03755

Remote Work Eligibility?:

Onsite only

Is this a term position?:

No

If yes, length of term in months.:

NA

Is this a grant funded position?:

No

Position Purpose:

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:

Associates or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities:

Experience

• Two plus years of office experience in a related field, with some autonomy

Skills & Knowledge

• In-depth knowledge of office procedures


• Strong organizational skills


• Proficient with computer applications


• Strong interpersonal skills

Department Contact for Recruitment Inquiries:

Ellissa Griffin

Department Contact Phone Number:

603-646-2400

Department Contact for Cover Letter and Title:

Ellissa Griffin, Department Administrator

Department Contact's Phone Number:

603-646-2400

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:

This is a part-time position, but could be combined with another part-time position in Arts & Sciences to make a full-time position. Candidates for this position who wish to work full time are encouraged to also apply for the AA III position for the Spanish and Portuguese Department.

Quick Link:

https://searchjobs.dartmouth.edu/postings/73852

Description:

Communication

• Serves as primary point of contact representing the department/program to the institution and external constituencies.


• Responds to inquiries from alumni, undergraduates, and prospective students.


• In the absence of the department/program administrator, records minutes, and prepares documents for Chair review and distribution.


• Coordinates a wide range of department publicity and communications; advertises academic prizes, colloquia and workshops, and Honors Program Events; posts electronically events and resources of interest to department majors and minors.


• Designs and maintains hallway display cases and departmental brochures.


• Maintains cognizance of working within a diverse community and enhancing diversity and acts appropriately regarding diversity in dealing with others.

Percentage Of Time:

30%

Description:

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).


• May supervise student interns and student office assistants.

Percentage Of Time:

15%

Description:

Information Management

• Establishes and maintains department files and databases (e.g. student grades, enrollment, department information) to ensure accuracy and accessibility of information.

Percentage Of Time:

5%

Description:

Schedule Coordination

• Maintains multiple schedules such as those for department/program events, room utilization, academic term schedules, Honor Thesis activities and colloquia or workshops.


• Coordinates major recurring department activities including those with related departments, external participants, etc.


• Coordinates schedules and itineraries and orients new or visiting faculty, staff, and guest speakers.

Percentage Of Time:

10%

Description:

Event Planning

• Coordinates the scheduling of curricular and extracurricular events for the departments.


• Reserves venues on and around campus.


• Creates and distributes marketing materials for guest lectures, year-end prize events, and open houses.


• Orders and coordinates payment for catering at open houses, department meetings, guest lectures prize events.


• Collects needed information to pay guest lecturers their honoraria.

Percentage Of Time:

40%

--:

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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