Skip to Main Content

Business and Facilities Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link.  If you would like to print a copy of this position for your records, click on the Print Preview link.

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 Business and Facilities Assistant
Department Business Officer and Facilities Manager
Position Number 1012439
Advertisement Text
Position Purpose

To provide office, accounting and business support to the Hopkins Center Business Office and Operations and Facilities staff.

Skills & Knowledge

• Accuracy and attention to detail.
• Ability to multitask.
• Strong interpersonal skills.
• Excellent verbal and written communications skills.
• Relevant computer skills.
• Ability to work with others and with some independence.
• Commitment to diversity and to serving the needs of a diverse population.

Minimum Experience

• Three years of business office experience.
• Experience with various computer system programs such as Excel, Word, etc.

Minimum Education

• Bachelor degree with accounting and bookkeeping or business management or the equivalent in education and experience.

SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Jean Reichert, Operations Assistant
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

Accounting Support
• Receives all standard daily AudienceView (AV) reports via email every morning.
• Electronically stores A/V reports so they can be accessed.
• Takes lead in reconciling and recording revenue captured through the AV ticketing system, cash, credit card, DASH card, Gift receipts, account charges etc.
• May produce AV system reports as needed to support proper revenue recording.
• Receives cash deposits from all Hopkins Center offices and assigns them to proper account strings and insures all deposits are delivered to Cashiers.
• Secures all requested payment checks from Cashiers office and documents check disposition on request copy.
• Processes royalty payments to ASCAP, SESAC, and BMI; and prepares enrollment reports for submission to those entities.
• Researches questions about fiscal data with appropriate College departments, including the Finance Center. May initiate error adjustments with other departments.
• Copies and files documents which are needed for reference at the Hopkins Center Business Office.

Other Business Functions
• Processes student hires and terminations and maintains a master list of student employees
• Communicates with student employee supervisors at least monthly about hiring needs.
• Is the liaison with the Student Employment Office.
• Generates the job description, maintains the master file, facilitates Jobnet updates, and advertises jobs.
• Maintains the departmental computer equipment inventory and coordinates with Hop staff concerning additions and disposals. Coordinates replacements with Computing Services.
• Orders, maintains and stocks office supplies as needed for all Hopkins Center offices.
• Interacts with Hopkins Center vendors concerning questions or problems.
• Sorts and distributes in-coming and out-going department/office mail and coordinates Hop mail with the Hinman post office.
• Answers any incoming calls and directs them to proper area or person.
• Monitors and advises Fiscal Officer on the status of activities involving accident reports, paid and unpaid leaves, and other insurance issues.
• Communicates with Hopkins Center staff about policies and procedures relating to accounting, purchasing, payments, payroll, grant management, and revenue recording.
• Coordinates and communicates with Hopkins Center Fiscal Officer and Accounting Supervisor about issues or problems.
• May assist Business Office staff and other Hop staff with financial management by producing various payroll, IRA and e-procurement reports on an ad-hoc basis as may be needed to research, solve problems or support decision making.

Facilities and Operations Support
• Assists Facilities Manager and Operations Assistant with event inputting in R-25 and helps add or change information for event notices in Hop FileMaker database. Requires training in R-25 and FileMaker.
• Posts signup sheets for Music Department rooms and does data entry for room usage.
• Schedules Hop student monitors for their weekly time slots after they have been hired by the Facilities Manager and keeps track of substitute replacements of a monitor for a shift.
• Works with student monitors to be sure that hours worked are submitted in Kronos.
• Maintains monitor notebook, including providing appropriate copies, schedules, etc.
• As requested by the Facilities Manager, orders keys for Hop venues through the FO&M key desk and picks up the keys when they are ready. When keys for new venues are needed, updates the key database to include them.
• Orders name tags for Hop staff, as requested by the Facilities Manager.
• Creates initial draft of the ledge list for review by Facilities Manager. Responsible for checking the ledge sign and fixing any errors. Maintains ledge letter inventory.
• Contacts the Workshop Instructors each term for temporary employee information. Adds salary and hours of employment to a letter template and prints two copies for Instructor’s signature. Mails signed letters to the employees and keeps track of which employees fail to return a signed copy.
• Updates database with donor’s current mailing information and amount of donation and generates thank you letters for Workshop Instructor’s signature.
• Contacts vendors to schedule maintenance when there are problems with vendor items such as the water cooler.

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. Cover Letter
  2. Resume
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • American Library Association
    • BostonWorks
    • CareerBuilder
    • Chronicle of Higher Education
    • Chronicle of Philanthropy
    • Coroflot
    • Craig's List
    • CUPA
    • Dartmouth College Employee
    • Dartmouth Employment Web Site
    • Dice
    • Diverse Issues
    • Diversity, Inc.
    • Eagle Times
    • Educause
    • Employment & Staffing Office
    • HBCU
    • HERC
    • Higher Ed Jobs
    • Hispanic Outlook
    • IEEE Computer Society
    • Indeed
    • Info.com
    • Inside Higher Ed Jobs
    • Job Central
    • Job Fair
    • JobsinNH
    • LatPro
    • Linkedin
    • Manchester Union Leader
    • Media Bistro
    • Monster
    • National Black MBA Association
    • NEHRA
    • SHRM
    • Spectator
    • Trade Show/Conference
    • Valley News
    • Wall Street Journal On-Line
    • Women in Higher Education
    • Workplace Diversity
    • Yahoo Job Board
    • Other (Please specify below)
  2. If you answered "Other" to the above question, please specify here

    (Open Ended Question)