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Senior Office and Project Assistant

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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 Senior Office and Project Assistant
Department Presidents Ofc
Position Number 1125769
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Position Purpose

Provides financial, administrative and project support within the President’s office including office operations, bill processing and reimbursement. Conducts research on various topics and prepares written overviews. Drafts talking points and briefings. Provides ongoing administrative support for the honorary degree process and the United Way campaign. Participates in and staffs a variety of Presidential and institutional events.

Skills & Knowledge

• Excellent written and verbal communication and interpersonal skills.
• Demonstrated tact and diplomacy.
• Strong organizational and planning skills – ability to track complex processes, juggle tasks on short notice and create organizational systems.
• Familiarity with budget and office operations.
• Highly proficient with applications including the full Microsoft Office suite, event planning applications (including seating plans, name cards, name tags), Adobe, Outlook.
• Familiarity with Filemaker Pro and with other online databases.
• Initiative – willingness to learn new software tools and commitment to improving skills with existing tools.
• Strong administrative skills – spelling, proof-reading, typing, letter-writing.
• Sound judgment and ability to work both independently and as a member of a team
• Ability to maintain confidentiality.
• Ability to work occasional nights and weekends as needed.

Minimum Experience

• Four plus years of experience as executive assistant or project manager.
• Comfort in a fast paced, corporate environment with an expectation for excellence.
• Event planning and/or project management experience is desirable.
• Experience in higher education is desirable.

Minimum Education

• Bachelor’s degree.

SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Part Time
Department Contact for Cover Letter Mimi Simpson
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

Project Management
• Coordinates honorary degree nomination and award process, the United Way campaign and other Presidential events. Drafts and sends emails. Schedules meetings and assists with dissemination of pre-meeting materials.
• Receives and logs honorary degree nominations in FileMaker Pro data base.
• Schedules, attends and prepares documents for Council on Honorary Degrees.

Event Management
• Assists with Presidential events- creates name tags and validates names/spelling against guest lists and Advance database.
• Creates and tests electronic invitations, sends them and tracks RSVPs.
• Follows event checklists to ensure all tasks are completed.
• Provides administrative and hosting support to Presidential events (occasional evenings and weekends), including greeting guests, trouble shooting, catering contact, etc.

Financial Management and Bill Processing
• Prepares all pCard receipts for processing at Finance Center; follows up on missing documentation, closely reviews all monthly pCard statements and provides context for audit trail. Assigns chart strings (i.e. account numbers).
• Prepares iExpense business expense reimbursements for the Office, including guests of the Office. Obtains documentation as necessary, and submits on-line forms for approval.
• Processes incoming invoices, creates purchase orders via OnBase system, and prepares Requests for Payment using Dartmouth’s “Procure to Pay” guidelines.
• Reviews monthly expense reports from financial system to ensure accuracy, confers with Executive Director, and requests corrections as needed.

General Office Support
• Supports the President’s Office front office desk and phone as necessary
• Provides general support to team including occasional ordering and management of supplies.
• Maintains email lists for Parkhurst and the senior leadership; sends mass emails, and responds to email inquiries as needed.
• Serves as primary contact for department’s office equipment and other assets, arranges for repairs of equipment or building, submits work orders.

Communication/Coordination
• Conducts research on a variety of topics and prepares background materials for Senior Writer and Senior Executive Assistant to the President.
• Handles a variety of calls or visitors wishing to make appointments and effectively redirects caller/visitor to the appropriate individual/office.
• Drafts letters/emails, proof-reads copy for diplomas, citations, memos and PowerPoint presentations
• Regularly handles confidential or sensitive information, exercises at all times.
• 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

Supplemental Questions

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