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Operations Assistant

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Please see Special Instructions for more details.

The schedule for this position is Monday – Friday 8 AM to 5 PM, yet requires flexibility to meet accounting/administrative schedules and deadlines. This position is located at Dartmouth-Hitchcock Medical Center, which is a Smoke-Free Facility. 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 Operations Assistant
Department Norris Cotton Cancer Center
Position Number 1125433
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Note: Although the key responsibilities of this position are varied, the primary focus of this position is Financial Management. Thus, we are seeking a candidate with an Associate’s Degree (major in accounting, business administration or equivalent work experience) and three years of experience in financial transaction processing and general office activities. Excellent communication skills (verbal, written, and interpersonal) required. Successful candidate will demonstrate ability to work effectively, independently, and as a member of a team. Must demonstrate attention to detail and accuracy, ability to prioritize, and respond to changing priorities and deadlines. Proficiency in database management, spreadsheets, and other computer software important. Familiarity with College accounting systems and procedures preferred.

Position Purpose

To manage the daily administrative and financial activities to facilitate an efficient administrative infrastructure supporting the department’s multi-disciplinary academic and research goals.

Skills & Knowledge
  • Excellent verbal and written communication and interpersonal skills.
  • Ability to work effectively, independently, and as a member of a team.
  • Willingness and ability to exercise judgment and initiative and to interact with a diverse set of faculty, personnel, and outside agencies in a professional manner.
  • Flexibility and openness to change.
  • Ability to plan work, set priorities, and respond to pressures, deadlines, and changes in schedules and priorities.
  • Attention to detail and accuracy.
  • Ability to maintain and foster confidentiality.
  • Proficiency in database management, spreadsheets, and other computer software.
  • Willingness and ability to learn additional computer applications.
  • Familiarity with College accounting systems and procedures preferred.
  • Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.
Minimum Experience
  • Financial transaction processing experience.
  • Three years of financial or general office experience.
Minimum Education
  • Associate’s degree with a major in accounting, business administration, or the equivalent work experience.
SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Richard W. Lucius, Jr., Director of Finance, Norris Cotton Cancer Center
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

The schedule for this position is Monday – Friday 8 AM to 5 PM, yet requires flexibility to meet accounting/administrative schedules and deadlines.

This position is located at Dartmouth-Hitchcock Medical Center, which is a Smoke-Free Facility.

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

Planning and Coordination

  • Manages, plans, and coordinates the departmental calendar.
  • Coordinates and schedules a variety of activities.
  • Coordinates with other offices and departments to arrange co-sponsorship of events.
  • Plans, coordinates, and oversees projects related to department programs.
  • Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) including organizing logistics for speakers, locating and reserving facility space, arranging for necessary services, coordinating schedules and itineraries, and overseeing actual event.

Academic Coordination

  • Manages the administrative functions of education programs including compliance with required reporting and tracking of activities and accomplishments.
  • Oversees the coordination of graduate level courses including document creation, file retention, organization and execution.
  • Coordinates preparation and Canvas upload of all course materials for Department courses.
  • Keeps the department schedule of course meetings.
  • Ensures that appropriate rooms are reserved and that textbooks are ordered.
  • Assists in preparing and grading exams, records the grades, and provides statistics to the course directors.
  • Monitors security of and students’ access to graded exams.
  • Makes arrangements for approved accommodations for special-needs students.
  • Interacts with and responds by phone, email and in person to questions from teaching faculty and students.
  • Creates and maintains all files and tracks progress of students in graduate program.
  • Orders binding services for theses of students in graduate program.

Committee/Meeting Participation

  • Coordinates, attends, and participates in various meetings as requested by the supervisor.
  • Gathers information for the meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting.
  • Takes minutes of the meeting, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.

Communication

  • Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the department.
  • Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
  • Interprets, applies and explains office, department, and College policies and procedures.
  • Communicates respectfully with a diverse community.

General Office Support

  • Prepares a wide variety of materials such as correspondence, committee minutes and reports, handouts; proof reading to ensure accuracy.
  • Maintains office files and department databases.
  • Manages Fixed Assets and Records Retention/Shredding programs for the department.
  • Develops and maintains departmental and program websites.
  • Maintains office equipment and orders office supplies.
  • Coordinates with Geisel Facilities office on office moves and other facility related issues.
  • On-boards and orients new employees and visitors to the office and the community.
  • Supports the office’s mission to foster inclusiveness and diversity.

Financial Administration

  • Assists Operations Director and Financial Managers as needed with financial administration duties. This may include:
    – Preparing and processing business expense reports, interdepartmental invoices, and deposits for faculty and staff.
    – Entering requisitions in iProcurement.
    – Maintaining billing processes for contractual agreements with collaborating organizations.
    – Compiling and coordinating grant applications and renewals.
    – Editing and reviewing applications.
    – Researching transactions and accounting details.
    – Processing paperwork for new employees.
  • Maintain files for documentation and reconciliation of procurement card purchases by department faculty, students and staff; holder of the departmental procurement card.
  • Performs data entry and may run reports in financial/administrative systems and databases.
  • Coordinates and communicates about financial transactions with Geisel Finance Center.
-- Performs other duties as assigned.

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

Supplemental Questions

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