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Administrative Assistant III

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Please see Special Instructions for more details.

Monday-Friday 8:00 a.m. to 5:00 p.m. 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 Dartmouth College Fund
Position Number 0643600
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Position Purpose

This position provides administrative support to the Associate Director(s) in the management of class fundraising in order to raise the maximum amount of unrestricted, current-use dollars for Dartmouth College.

Skills & Knowledge
  • Indepth knowledge of office management practices and procedures.
  • Superior organizational skills.
  • Attention to detail.
  • Excellent interpersonal skills.
  • Ability to respond appropriately to pressures and changes in priorities and schedules.
  • Strong problem-solving skills.
  • Initiative, sound judgment and ability to work independently.
  • Highly proficient in the use of MS Word, MS Excel, FileMaker, and other database management software.
  • Ability to work with College officers, Development colleagues, and prospective donors and volunteers.
  • Ability to manage multiple projects and deadlines.
  • Demonstrated writing and editing skills.
  • Strong customer service orientation.
  • Discretion and confidentiality with donor-related matters.
  • Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.
Minimum Experience
  • Four or more years of office experience in related field, with high level of autonomy, preferably in an academic setting.
Minimum Education
  • Associate’s degree or the equivalent combination of education and experience.
  • Bachelor’s degree preferred.
SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Lesa Knapp
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

Monday-Friday 8:00 a.m. to 5:00 p.m.

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

Class and Volunteer Management Support

  • Supports Associate Directors in the fundraising organization and management of classes with an emphasis on the cultivation, solicitation and stewardship of top Dartmouth College Fund prospects while responding to their various needs.
  • Manages numerous tasks concurrently with strong organizational skills.
  • Identifies and informs Associate Directors of fundraising opportunities for cultivation, solicitation and stewardship through research.
  • Works collaboratively with Dartmouth College Fund staff and interns to meet dollar and participation goals.
  • Assists Associate Directors in closing open pledges by year-end (i.e. solicitation calls/emails).
  • Serves as an on-campus information resource for Dartmouth College Fund volunteers regarding campaign priorities, procedures, special reports, gift processing, crediting policies and procedures, etc.
  • Serves as a liaison between College employees, volunteers, alumni donors, prospects and those outside of the College to encourage best practices.
  • Assists with solicitation assignments and asks, and updates the database.
  • Stewards volunteers and prospects to ensure they are properly thanked and recognized for their contributions and service.
  • Partners with Associate Directors in the recruitment, management, and training of fundraising class volunteers.
  • Provides administrative support to alumni volunteers and top alumni prospects.
  • Explains/clarifies Dartmouth College Fund policies and practices in responding to inquiries from volunteers regarding substance of gift programs, status of gifts, Dartmouth College Fund procedures; articulates gift policies to prospects, donors and volunteers.
  • Attends events and meetings with class officers and Associate Directors; conducts conference calls when Associate Directors are unavailable.
  • Designs newsletters and generates ideas for creative solicitation mailing. Coordinates the processing of solicitation mailings.
  • Creates special reports, researches and writes content for volunteer reports and packages.
  • Drafts, edits, and proofreads correspondence and other materials for Associate Directors.
  • Effectively communicates and personally supports the department values of results orientation, donor focus, teamwork, inclusiveness and diversity.

Event Planning and Communication

  • Collaborates with Associate Directors and volunteers to assist with the effective planning and execution of events ranging from small meetings to receptions.
  • Assists with planning and communications for the Dartmouth College Fund’s Young Alumni Advisory Board (YAAB), including two annual off-site meetings and conference calls with co-chairs.
  • Provides coordination and administrative support at various events and meetings with Associate Directors and class officers.

Information Management

  • Manages complex database programs in daily operations to perform individual tasks, extracts and synthesizes data, creates timely and accurate special reports, tracks and assesses volunteer and solicitation work.
  • Organizes and prepares timely statistical data for reports, class projects, conferences, and screening sessions.
  • Manages the constant influx of detailed information. Retrieves and organizes it in a format which accurately and effectively supports the Dartmouth College Fund mission.
  • Serves as a primary source of information on campaign priorities, program policies and procedures.
  • Processes alumni gifts, mail, and pledge cards in a timely manner.
  • Researches and resolves any gift corrections and communicates with alumni.

Schedule Coordination/Office Support

  • Coordinates off-site appointments. Schedules transportation and lodging. Assists with post-trip follow-up and expense accounting.
  • Screens visitors and callers and decides appropriate action based on priorities and commitments.
  • Assists in the scheduling of meetings, events, and programs.
  • Coordinates a variety of activities to support department functions.
  • Manages flow of work in assigned areas; set priorities for assigned projects.
-- Performs other duties as assigned

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Additional Document #1

Supplemental Questions

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