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Office Manager

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Please see Special Instructions for more details.

May need to adjust work hours occasionally to support certain events and programming. 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 Office Manager
Department Student Accessibility Services
Position Number 1010697
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Position Purpose

To serve as the Office Manager for the Student Accessibility Services (SAS) department, overseeing the day-to-day operations of the office, including organizing, prioritizing, and coordinating administration duties and workflow, and coordinating/maintaining office procedures.

Skills & Knowledge

• In-depth knowledge of office management practices and procedures; strong experience with fiscal tracking and operations, budget support.
• Excellent interpersonal and communication skills.
• Ability to interact with others with tact and diplomacy
• Strong planning and organizational skills and ability to respond appropriately to pressures, deadlines and frequent changes in priorities and schedules
• Initiative, sound judgment and ability to work independently
• Ability to learn new software applications and equipment usage.
• High proficiency with Microsoft Office, especially Word and Excel (including analytics and Pivot Tables).
• High proficiency with calendar, electronic mail, presentation, data base programs (SAS currently uses Microsoft Outlook, PowerPoint, FileMaker locally).
• Preferred facility and experience with Banner, OnBase, MS Publisher, Adobe Pro, human resources management software, and fiscal management software.
• Ability to coordinate supply management, delegate effectively, manage processes, manage inventory, and develop policy, procedures, and standards.

Minimum Experience

• Three plus years of office management experience with a high degree of autonomy.

Minimum Education

• Associate’s degree or an equivalent level of experiential learning.

• Bachelor’s degree preferred.

SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Ward Newmeyer, Director of Student Accessibility Services
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

May need to adjust work hours occasionally to support certain events and programming.

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

Overview: The SAS Office Manager provides comprehensive administrative support and coordination for a small yet complex and critical department. SAS operations heavily rely on this position; good judgment is key. Across all duties, the incumbent is responsible for timely, effective communication with departmental staff and constituents; effectively communicating and supporting departmental values; ensuring high levels of organizational effectiveness, communication and safety; maintaining a warm, inviting, and professional department environment; and fostering inclusiveness of the campus community including individuals who identify with a wide array of underrepresented and/or disenfranchised cohorts, including people with disabilities.

Office Management and Communication
• Plans, manages, and coordinates SAS administrative functions.
• Establishes deadlines, determines priorities, and coordinates and adjusts workload.
• Anticipates and recognizes problems and/or issues and brings them to the attention of the appropriate staff member.
• Develops, implements, and modifies office systems, operations, standards, and administrative policies and procedures, recommending adjustments as appropriate.
• Reception and scheduling:
• Responsible for effective reception of visitors, callers, and correspondents; maintaining a welcoming, professional atmosphere; and assuring appropriate confidentiality.
• Screens visitors and callers and decides appropriate action based on priorities, commitments and interests of departmental staff.
• Oversees and coordinates the details of the calendars for the Director and other designated staff to ensure the most efficient use of their time.
• Briefs the Director on changes in schedules and priorities or on matters needing the Director’s personal or immediate attention.
• Coordinates and schedules a variety of activities to support office functions and meetings.
• Coordinates with Student Academic Support Services colleagues to manage joint reception area.
• Represents the department to its constituencies.
• Maintains, organizes, and serves as a primary source of information about departmental policies and procedures.
• Coordinates publicity and outreach activity including work in multiple media, such as drafting brochures, newsletters, and website information.
• Modifies SAS website; assists with website management.
• Participates in program assessment.

Budget Support and Administration; Space and Material Management
• Participates in development of annual budget; researches historical and other data and assists Director with budget monitoring and projections.
• Administers the approved budget; monitors and approves expenditures, reconciles budget reports, projects budget shortfalls/excess, re-allocates funds, and handles fiscal closing responsibilities.
• Advises the Director as appropriate and prepares regular and ad hoc reports as needed.
• Oversees all procurement and related arrangements, including travel and entertainment, for the department.
• Oversees inventory and maintenance of department equipment, furniture, and consumables. Advises Director and, as appropriate, other staff about condition, demand, and availability. Assists with assessments about replacement, upgrading.
• Tracks space and space maintenance issues. Works with Campus Services and Library Facilities staff to remedy problems and assure clean, highly useable facilities for staff and consumers.

Information and Records Management
• Organizes and manages departmental information and databases, including consumer, records, correspondence, and other files, including protection of records and consumer confidentiality, and records disposition.
• Coordinates collection of statistical information and consolidates data; assists with development and preparation of analyses and reports.
• Provides writing support.
• Screens and reviews incoming correspondence and e-mail for prioritization and forwards to appropriate individuals for action.
• Keeps Director informed about SAS and other developments, changes, trends, issues, and the like.

Human Resources Administration
• Maintains personnel records and files in accordance with Dartmouth Human Resources standards for the department’s staff.
• Supervises one or more Graduate Student Assistants and perhaps other staff to meet changing departmental needs. Supervisory responsibilities include recruitment, selection, orientation, training, work assignment, performance appraisal, and personnel actions.
• Assists with payroll actions and compliance for the department, including troubleshooting payroll or timesheet issues, paid time off, etc. Initiates payroll actions for students.
• Provides administrative support for staff recruitment and selection including consultation with Human Resources, advertising, correspondence with candidates, coordinating search committees, and logistics.
• Maintains own professional development to insure consistency with developments in the field, with particular attention to fiscal/budget operations, information and records management, disability-related issues in higher education, human resources administration, and diversity.

Committee, Event, and Programming Support
• Provides staff support and coordination for the campus Foreign Language Waiver Committee.
• Schedules and makes arrangements for departmental events and programming.
• May need to adjust work hours to support certain events and programming.

-- Performs other duties as assigned

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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