Skip to Main Content

Arts & Sciences Department Administrator

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link.  If you would like to print a copy of this position for your records, click on the Print Preview link.

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 Arts & Sciences Department Administrator
Department Sociology
Position Number 0040400
Advertisement Text
Position Purpose

To manage all administrative functions of the Sociology Department and the Program in Quantitative Social Science (QSS), including prioritization of multiple activities. To support the Chairs and Department/Program faculty, ensuring efficient, accurate and timely operations and sound fiscal management.

Skills & Knowledge

• Excellent verbal and written communication and interpersonal skills.

• Strong planning and organizational skills, and attention to detail.

• Knowledge of financial and budget principles and procedures.

• Ability to acquire new technical skills and implement new procedures.

• Attention to detail and accuracy.

• Ability to work independently and as a team member.

• Ability to maintain confidentiality and security.

• Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.

Minimum Experience

• Two to four years of administrative, financial or academic experience in a highly autonomous setting.

Minimum Education

• Bachelor’s degree preferred or the equivalent combination of education and experience.

SEIU Level Not an SEIU Position
FLSA Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Marc Dixon
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

Administration
• Manages administrative functions and activities of the Department/Program including establishing internal deadlines and priorities to meet external ones. Examples include course related deadlines for the Registrar, Dean of Faculty, DCARS, Divisional Council, college committees and COI; financial deadlines with payroll, ASFC, P-Card transactions/reconciliations; event planning.
• Interprets and applies college wide policies, ensuring department adherence.
• With Chairs, may develop and implement Department/Program policies and procedures, communicating such to faculty, staff, students and visitors.
• Serves as liaison between the Chairs and Department/Program faculty, college administrative offices such as the Registrar, Dean of Faculty office, college committees, other departments and programs, students and staff.
• Checks major/minor Plans to ensure requirements are met.
• Provides updates to the ORC, timetables, classroom scheduling and final exams.
• Provides notification/listings to Events Calendar.
• Purchases supplies, furniture, and equipment.

Financial/Budget Management
• Develops the Department/Program budget using prior budget conventions, future fiscal needs, and keeping within parameters set by DOF Fiscal Office including operating accounts and endowments.
• Develops and prepares budget reports and financial projections for the Department/Program. Monitors and reconciles all accounts and advises Chairs on financial issues.
• Prepares proper ASFC forms for electronic purchase orders, journal transfers, requests for reimbursements, and disposition of prizes and awards.
• Understands and applies knowledge of Procurement, Oracle and Banner systems.
• Accountable to DOF Fiscal Office in matters related to current year budget and spending, P-card transactions/reconciliation, and adherence to college policy.
• Keeps current with evolving financial systems by attending relevant trainings. Disseminates information to Chairs and Department/Program faculty.

Faculty Support

• Coordinates and organizes faculty/post-doc searches, including advising search chairs and faculty on recruitment policies. Places advertisements in national journals and websites and responds to all applicant inquiries.
• Arranges candidates’ visits to include seminars, meetings with faculty and students, and travel arrangements.
• Assists the Chairs in faculty appointment process and assures compliance with guidelines. Monitors for timeliness for visiting and research faculty appointments, re-appointments and promotions.
• Processes confidential information including hiring and personnel matters and course evaluations. Maintains personnel files for each faculty member.
• Completes OVIS electronic process for sponsorship of international post-doc staff.
• Advises and supports faculty/chairs on start-up, Burke and faculty reserve budget accounts, including use of chart strings.
• Coordinates textbook ordering process.
• Assists the Chair in preparing teaching schedules.

Communication
• Serves as the primary point of contact representing the Department/Program to the institution and external constituencies, including students, visitors and community members. Responds to inquiries and provides information regarding the Department/Program, its mission, policies and course offerings.
• Monitors the academic progress of all majors and minors, communicating regularly with students about their programs and reminding them of academic and departmental requirements and deadlines. Provides students with information regarding requirements for honors thesis projects and independent study.
• Maintains and updates the Department/Program web page.
• Takes meeting minutes and distributes.
• In conjunction with the A&S Development Office, coordinates stewardship efforts including correspondence with sociology donors. Updates information on prizes and awards; provides information to the Development Office.
• Supports the Department/Program mission and values. Acts appropriately in dealing with others and supports the institution’s commitment to diversity.

Event Coordination
• Responsible for the coordination/implementation of the following types of events: Department/Program meetings, lectures, workshops, conferences, faculty guest speakers, student presentations, open houses, social gatherings and seminars.
• Responsible for the advertising/public relations, invitations, room, equipment, food, travel and expense management for Department/Program events.

Information Management
• Adhering to institutional policies and procedures, maintains a comprehensive array of primarily electronic records such as inventories, budgets, majors/minors records, student information and personnel files.
• As appropriate, determines retention and disposition for specific information not otherwise covered by institutional policies.

Staff Development
• Hires, trains and supervises administrative student employees.
• As necessary prepares the proper form to request payroll authorizations.
• Reviews time sheets.

-- 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 (*).

  1. * How did you hear about this employment opportunity?
    • American Library Association
    • BostonWorks
    • CareerBuilder
    • Chronicle of Higher Education
    • Chronicle of Philanthropy
    • Coroflot
    • Craig's List
    • CUPA
    • Dartmouth College Employee
    • Dartmouth Employment Web Site
    • Dice
    • Diverse Issues
    • Diversity, Inc.
    • Eagle Times
    • Educause
    • Employment & Staffing Office
    • HBCU
    • HERC
    • Higher Ed Jobs
    • Hispanic Outlook
    • IEEE Computer Society
    • Indeed
    • Info.com
    • Inside Higher Ed Jobs
    • Job Central
    • Job Fair
    • JobsinNH
    • LatPro
    • Linkedin
    • Manchester Union Leader
    • Media Bistro
    • Monster
    • National Black MBA Association
    • NEHRA
    • SHRM
    • Spectator
    • Trade Show/Conference
    • Valley News
    • Wall Street Journal On-Line
    • Women in Higher Education
    • Workplace Diversity
    • Yahoo Job Board
    • Other (Please specify below)
  2. If you answered "Other" to the above question, please specify here

    (Open Ended Question)