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Administrative Assistant IV

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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 IV
Department The Dartmouth Institute
Position Number 1125702
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Position Purpose

To coordinate and perform a variety of administrative support office activities that further The Dartmouth Institute for Health Policy and Clinical Practice’s educational programs.

Skills & Knowledge
  • In-depth knowledge of office procedures.
  • Strong organizational skills and ability to set priorities.
  • Proficient with computer applications.
  • Strong interpersonal and communication skills.
  • Proficiency in Word, Excel, PowerPoint, database management and visual representation of data (charts, graphs, etc.).
  • Ability to work independently.
  • Takes initiative and uses sound judgment.
  • Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.
Minimum Experience
  • Three plus years of office experience in a related field, with high degree of autonomy.
Minimum Education
  • Associate’s degree or the equivalent.
  • Bachelor’s degree preferred.
SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Abigail Underhill
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

  • Responds appropriately to recruitment and admissions inquiries and other general office inquiries by phone, email, and in-person. Types and prepares a wide variety of materials such as correspondence, reports, meeting minutes, handouts, etc. Proofreads material to ensure accuracy.
  • Tracks expenses and manages reimbursements in a timely manner.
  • Establishes and maintains files and databases to ensure accuracy and accessibility of information.
  • Interprets, applies and explains office, department, and College policies and procedures.
  • Orients new or visiting faculty, staff, students, and guests to the office and the community.

Communication

  • Interacts regularly with a wide range of internal and external constituents and conveys information on behalf of the education leadership team.
  • Handles a variety of persons wishing to make appointments and effectively redirects caller/visitor to the appropriate individual office.
  • Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
  • Maintains cognizance of working within a diverse community and enhancing diversity and acts appropriately regarding diversity in dealing with others.

Coordination

  • Coordinates a variety of activities to support TDI educational projects and programs, such as gathering information, obtaining signatures and compiling documents.
  • Supports and assists one-time and recurring special events (conferences, dinners, luncheons, retreats, etc.) including attracting speakers, locating and reserving facility space, arranging for necessary services, coordinating schedules and itineraries, arranging co-sponsorship, and overseeing actual event.
  • Develops and implements project activities based on defined project scope and objectives.

Calendar Management

  • Manages, plans, and coordinates the details of a complex daily appointment calendar to ensure the most efficient use of the education leadership team’s time.
  • Coordinates and schedules a variety of activities to support office functions and meetings.
  • Briefs the supervisor on changes in schedules and priorities or on matters needing the supervisor’s personal or immediate attention.
  • Frequently updates schedules and plans on upcoming meetings.
  • Maintains multiple schedules including classroom schedules, committee meeting schedules, student and alumni activity schedules in addition to education leadership team’s schedules.
  • Performs required meeting preparation and compiles necessary meeting materials.

Meeting Participation

  • Coordinates, attends, and participates in various meetings as requested by the education leadership team.
  • 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/minutes, and follows up on details to ensure timely and accurate dissemination of information.
-- Performs other duties as assigned.

Applicant Documents

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

Supplemental Questions

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