Arts & Sciences Program Administrator

Position Details

Position Information

Position Title Arts & Sciences Program Administrator
Department African and African American Studies
Position Number 0097400
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Position Purpose

To manage, oversee, and coordinate all administrative and fiscal functions of the program, including prioritization of multiple activities. To advise and support the Chair and faculty on programmatic administrative matters, ensuring efficient, accurate, and timely operations and sound fiscal management.

Skills & Knowledge

* Excellent verbal and written communication and interpersonal skills.
* Strong planning and organizational skills, including the ability to handle multiple priorities and deadlines.
* Knowledge of financial and budget principles and procedures.
* Ability to acquire new technical skills and implement new procedures.
* Attention to detail and accuracy.
* Ability to work independently and as a team member.
* Ability to maintain confidentiality and security.
* Commitment to diversity and to serving the needs of a diverse community.

Minimum Experience

Two to four years of administrative, financial or academic experience in a highly autonomous setting.

Minimum Education

Bachelor’s degree preferred or the equivalent combination of education and experience.

SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Part Time
Department Contact for Cover Letter Jesse Shipley, Chair of African and African American Studies Program
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

* Manages, oversees, and coordinates day to day administrative functions and activities of the program including establishing internal deadlines and priorities to meet external ones. Examples include course-related deadlines for Registrar, Dean of Faculty, Divisional Council, college committees and COI; financial deadlines with payroll, accounts payable, P-Card transactions/reconciliations; event planning.
* Interprets and applies college-wide policies, ensuring programmatic adherence.
* Collaborates with Chair to develop and implement program policies and procedures, communicating such to faculty, staff, students, and visitors.
* Liaison between the chairs and program faculty and fellows, college administrative offices such as the Registrar, Dean of Faculty office, college committees, the Shabazz Center, other departments and programs, students and staff.
* Implements updates to the ORC, timetables, elective circulars, classroom scheduling and final exams, Senior Honors.
* Provides notification/listings to events calendar, undergraduate guidebooks, event flyers, and Commencement Program.
* Completes Federal Compliance Government Space Survey every three years to assist OSP with F&A proposal.
* Purchases supplies and equipment.

Financial/Budget Management
* In conjunction with the Chair, develops the department budget within parameters set by DOF Fiscal Office including operating accounts and endowments.
* Develops and prepares budget reports and financial projections for the department. Monitors and reconciles all accounts and advises Chair on financial issues.
* Oversees electronic purchase orders, journal transfers, requests for reimbursements and forms for disposition of prizes, awards, and research stipends.
* Acts as Fixed Assets controller, including coordination of fixed assets and equipment inventory database.
* Understands and applies knowledge of purchasing matrix, Oracle, and Banner systems.
* Accountable to DOF Fiscal Office in matters related to current year budget and spending, P-card transactions/reconciliation, and adherence to college policy.
* Oversees purchasing of equipment and invoices.
* Reconciles grant expenses on a monthly basis, verifies transactions, monitors funding balances.
* Works with Grant Manager to facilitate smooth flow of operations.

Faculty Support
* Coordinates and organizes faculty searches, including advising search chairs and faculty on recruitment policies. Places advertisements in national journals and websites and responds to all applicant inquiries.
* Arranges candidates’ visits to include seminars, meetings with faculty and students, and travel arrangements.
* Aids in faculty appointment process and assures compliance with guidelines. Monitors for timeliness visiting and research faculty appointments, re-appointments, and promotions.
* Handles confidential and sensitive information including material on promotion/tenure review, hiring and personnel matters, and course evaluations. Maintains personnel files for each faculty member.
* Advises and supports faculty/chairs on start-up, Burke, and faculty reserve budget accounts, including use of chart strings.

* Serves as the primary point of contact representing the program to the institution and external constituencies, including students, visitors, and community members. Responds to inquiries and provides information regarding the program, its mission, policies and course offerings.
* Monitors the academic progress of all majors and minors, communicating regularly with students about their programs and reminding them of academic and programmatic requirements and deadlines. Provides students with information regarding requirements for honors thesis projects and independent study.
* Generates, edits, and distributes written material including website content, ORC content, course flyers, event posters, and FSP brochure.
* In conjunction with the web designer and with faculty input, maintains and updates the program web pages.
* In conjunction with the A&S Development Office, coordinates stewardship efforts including correspondence with AAAS donors. Updates information on prizes and awards; provides information to the Development Office.
* Supports the department/program mission and values. Acts appropriately in dealing with others and supports the institution’s commitment to diversity.
* Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

Event Coordination
* Responsible for the coordination/implementation of the following types of events: program meetings, lectures, workshops, conferences, guest speakers, student presentations, open houses, social gatherings, and seminars. Serves as alumni coordinator for functions.
* Responsible for the advertising/public relations, invitations, room, equipment, food, and expense management for program events.

Information Management
* Interprets institutional policies and procedures, maintains a comprehensive array of manual and electronic records such as inventories, budgets, majors/minors records, student information, and personnel files.
* As appropriate, determines retention and disposition for specific information not otherwise covered by institutional policies.

Staff Development
* Hires, trains, and supervises administrative student employees. Assigns daily work and recommends hourly rate increases. Evaluates performance.
* Creates payroll authorizations.
* Reviews timesheets.

-- Performs other duties as assigned

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

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