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Administrative Assistant III

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Please see Special Instructions for more details.

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.

Position Details

Position Information

Position Title Administrative Assistant III
Department Genl Counsel
Position Number 0575100
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Position Purpose

To coordinate and perform a wide variety of office activities that will increase efficiency, expedite the work of others, and ensure the smooth coordination of the office.

Skills & Knowledge
  • Strong organizational skills.
  • Strong interpersonal and phone communication skills.
  • Excellent proofreading, spelling and punctuation skills
  • Mastery of Microsoft Office suite (including Excel, Word, and PowerPoint)
  • Proficient with FileMaker Pro.
  • Familiarity with PC computer hardware and software.
  • Demonstrated willingness to learn new computer applications.
  • Ability to work independently.
  • Ability to prioritize work and meet deadlines.
  • Tact and discretion.
  • Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.
Minimum Experience
  • Two years of office experience in a related field or legal background preferred.
Minimum Education
  • Associate’s degree or the equivalent combination of education and experience.
SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter
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.

Special Instructions to Applicants

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.

Key Accountabilities

Key Accountabilities

General Office Support

  • Prepares recurring and one-time reports (Excel and Filemaker Pro) that require the application of guidelines and the location and use of information from readily available sources.
  • Produces correspondence, reports, manuscripts, forms, tables, charts, presentations, classroom materials, etc. from rough drafts or dictation.
  • Orders and maintains stock of office supplies, publications, etc. Performs minor maintenance on office equipment and if necessary obtains professionals to repair equipment or space.

Communication

  • Serves as primary point of contact representing the office to the institution and external constituencies.
  • Screens, sorts and routes incoming callers, visitors and mail; determines whether to take message, forward call, redirect the call to others, or personally handle the matter. Provides answers to, explanations of, or advice regarding procedural matters, policies, instructions, program content and operations, etc. Sorts and distributes internal and external mail.
  • Assembles information needed by others to respond to callers/visitors. Informs the supervisor/staff members of important matters that occurred in their absence.
  • Establishes controls for responses to incoming correspondence; follows-up to insure timely response. Insures that requests for information that would normally be handled by the supervisor or a responsible staff member are referred to others for action in their absence. Gathers previous correspondence and background information to incoming correspondence, as necessary.
  • On own initiative or as requested, composes replies to incoming correspondence, including that which at times requires search in the files, coordination with other parties, etc.
  • Drafts and proofreads memos and correspondence for supervisor review. Edits outgoing correspondence prepared by others for procedural, spelling and grammatical accuracy, formatting, presence of enclosures, conformance with policy, factual correctness, adequacy of treatment, etc.; informs originator of inadequacies and advises/instructs on corrective action required. Signs routine correspondence on behalf of the department/office.
  • Sends out annual Trademark License Agreement Packets to new and renewing vendors.
  • Serves as a point of contact for the Minors Protection Program and Working Group.
  • Records minutes at meetings and prepares reports for supervisor review and distribution.
  • Coordinates department presence via multiple media, including website, brochures and newsletters
  • Works effectively with a diverse community and acts appropriately regarding diversity in dealing with others.

Information Management and Financial Duties

  • Establishes and maintains electronic and paper files and insures accuracy and accessibility of information. Manages and helps maintain the various departmental databases and compiles departmental statistical data.
  • Records and processes royalty reports and checks for the Trademark Licensing
  • Compiles royalty reports and other information needed for licensee compliance reviews.
  • Searches for and obtains information from files on request. Extracts data, performs computations, assembles, and/or summarizes information as requested and issues notifications as appropriate.
  • Assists with tracking and reporting for the Minors Protection Program.
  • Researches laws, legal cases, policies and other information from other institutions.
  • Prepares power point presentations and report forms.

Schedule Coordination

  • Maintains multiple schedules including supervisor schedules.
  • Receives requests for appointments, meetings, etc. and, without prior approval, commits the supervisor/ staff member’s time. Briefs on matters to be considered; assembles needed background information and materials; notifies other affected parties. Provides reminders of all appointments scheduled, meetings, deadlines, etc. Re-schedules appointments as necessary. Attends meetings and prepares minutes or reports of proceedings. Notes commitments made and follows-up to insure implementation.
  • Arranges group and committee meetings, briefings and conferences on campus. Selects mutually satisfactory time, reserves location, notifies attendees; communicates instructions to participants, types and distributes agenda; arranges for meals, lodging for guests, visual aids, supporting materials, etc.
  • Coordinates major recurring department staff meetings and other activities that involve related departments, external participants, etc.
  • Identifies and makes most economical and responsive arrangements for transportation, lodging, and related services for department/office travelers or invited guests. Prepares travel reimbursement materials.
-- Performs other duties as assigned

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

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