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Department Coordinator

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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 Department Coordinator
Department Conferences and Events
Position Number 0724000
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Position Purpose

To perform a variety of administrative tasks in support of Institutional and Advancement event activities by providing direct assistance to the Executive Director, event planners, and Advancement Communications. Coordinates activities to increase department efficiency, to expedite/coordinate the work of others, and to ensure smooth operation of the department.

Skills & Knowledge
  • Strong organizational skills and ability to set priorities
  • Customer focus
  • Ability to work effectively and be at ease with key clients and donors as well as senior administration
  • Demonstrated ability to be flexible and consistently accurate
  • Sound judgment, and ability to work independently
  • High levels of initiative, customer orientation, accuracy and attention to detail
  • Ability to maintain flexibility in a constantly changing and fast-paced work environment
  • Ability to manage data and databases with high levels of accuracy
Minimum Experience
  • Three years of office experience in an events or development related field preferred, with high degree of autonomy.
  • Budget management or accounting experience.
Minimum Education
  • Associate’s degree or the equivalent combination of education and experience
SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Cindy Welch
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

ADMINISTRATIVE AND OPERATIONAL RESPONSIBILITIES/COORDINATION

  • Provides direct support for the executive director, director, associate director and event planners
  • Schedules meetings for the executive director, director and Advancement Communications directors utilizing the College’s electronic scheduling system and exercising good judgment about priority appointments.
  • Reconciles travel expenses for department staff and Advancement Communications.
  • Drafts, edits, proofreads and produces correspondence and other materials.
  • Researches needed information on a variety of matters.
  • Assists Advancement Communications Project Manager in the management of communications mailings.
  • Assists Advancement Communications Project Manager with vendor quotes, contracts, and project budgeting.
  • Develops and maintains an efficient filing system within OurFiles server.
  • Filing and document retrieval of photos, videos and organizing electronic files for Advancement Communications.
  • Orders supplies, donor gifts and other materials in support of department needs.
  • Coordinates, attends and participates in various meetings and events as appropriate. Takes initiative to prepare materials, supplies and address technological needs to facilitate efficient event planning meetings with senior officers and staff.

EVENT PROJECT COORDINATION

  • Plans, coordinates, and oversees projects to support special events managed by the department, including locating and reserving facilities, arranging for necessary services, and coordinating schedules and itineraries as needed.
  • Coordinates event mailings and manages guest responses in event database.
  • Manages the Advancement Outreach events calendar.
  • Maintains the Advancement Events notification lists for event updates to Advancement colleagues.
  • Tracks event results and prospect data in the Advance database.

FISCAL RESPONSIBILITIES

  • In conjunction with the executive director and the Finance Center, develops and manages the department’s budget.
  • Working closely with other members of the department, anticipates expenditures and generates corresponding purchase orders.
  • Processes the payment of invoices for department and Advancement Communications.
  • Reconciles monthly transaction reports against expenditures using the College’s accounting programs.
  • Researches and addresses any budgetary discrepancies noted after reconciliation process.
  • In conjunction with the executive director, oversees purchasing for the department.

COMMUNICATION

  • Represents the executive director and the department in a positive, professional manner while maintaining appropriate levels of confidentiality and sensitivity.
  • Interacts with other departments, top administrative offices, and key external prospects on behalf of the department to assist with office mission of creating and implementing Advancement events.
  • Maintains high level of collaboration and communication with department members and other offices to ensure smooth operations.
  • Responds to requests for information from internal and external constituents. Interprets, applies, and explains office and College policies and procedures, representing the department to internal and external stakeholders.
  • Supports the office’s mission to foster inclusiveness and diversity.
  • Participates in a series of training sessions to learn and then support the Advancement organization’s set of Core Values.

OTHER

  • Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
-- Performs other duties as assigned

Applicant Documents

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

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