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Administrative Assistant III

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Please see Special Instructions for more details.

8:00 AM - 5:00 PM, M-F 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 III
Department Dartmouth for Life
Position Number 1011246
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Position Purpose

Works with the Director of the Dartmouth for Life program to coordinate lifelong engagement programs for alumni, including events and services designed to support career development, to engage alumni in public service, and to utilize alumni expertise in service to others. Coordinates and performs a wide variety of department activities that will increase department efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the department. Provides receptionist support for Alumni Relations ensuring that Dartmouth offers excellent and consistent constituent services.

Skills & Knowledge
  • Strong interpersonal skills, diplomacy, and strong commitment to professionalism.
  • Good judgment and ability to interact with a diverse group of people internal and external to Dartmouth College.
  • Strong organizational skills, including ability to prioritize administrative tasks and work independently.
  • High levels of initiative, customer orientation, accuracy, and attention to detail.
  • Strong writing and proofreading skills.
  • Ability to understand, facilitate and implement complex scheduling.
  • Skill in the use of MS Office Suite, Adobe Acrobat, FileMaker, and other database management software.
  • Strong attention to detail.
  • Excellent communication and interpersonal skills.
  • Ability to maintain flexibility in a constantly changing and fast-paced work environment.
  • Commitment to diversity and to serving the needs of a diverse population.
Minimum Experience
  • Three years of office experience in related field, preferably in an academic setting.
  • Event planning experience preferred.
Minimum Education
  • Associates 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

8:00 AM – 5:00 PM, M-F

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

  • Plans, manages, and coordinates a variety of activities to support department functions.
  • Oversees and coordinates the details of the daily appointment calendar for the Director.
  • Establishes deadlines, determines priorities and coordinates and adjusts workload.
  • Records and tracks program participation and demographic information to generate reports that will contain metrics to be used in analyzing the success and effectiveness of specific programs and products.
  • Monitors budget and participates in the development of annual budget.
  • Is an integral team member in the coordination of activities managed by the Director.
  • Coordinates logistics associated with specific programs; creates and sends alumni surveys to evaluate programs and products.
  • Orders office supplies; maintains inventory, and communicates with others about supply inventory and ordering process.
  • Coordinates technical and administrative logistics for Professional Development webinars hosted by the Alumni Relations Office.

COMMUNICATION

  • Serves as primary point of contact representing the office to internal and external constituencies; professionally represents the College to alumni, parents and friends.
  • Serves as a source of information on department policies and procedures.
  • Communicates with a range of offices on campus to understand and help meet program objectives.
  • Organizes and manages print and digital records, correspondence, and other files in the office.
  • Uses communications and event planning software (iModules) to support events and programs.
  • Drafts and proofreads department communication.
  • Maintains cognizance of working within a diverse community and enhancing diversity; acts appropriately regarding diversity in communicating with others.

INFORMATION MANAGEMENT

  • Develops, implements, and modifies office systems, administrative policies, and procedures.
  • Gathers, evaluates, and summarizes data; creates special reports and analyses.
  • Establishes and maintains department files and databases to ensure accuracy and accessibility of information.
  • Tracks program results for products and services offered.
  • Uses a variety of software platforms (Advance, Advizor, iModules, etc.) to access and manage information needed to support programing.

CONSTITUENT SERVICES

  • Responds to calls to the Alumni Relations toll-free number call center from constituents.
  • Directs information or messages to the appropriate staff.
  • Answers questions and provides information for callers, using the College‚Äôs Web page and other local resources as needed.
  • Handles multiple calls simultaneously as needed.
  • Manages the general Alumni Relations email account, responding to or forwarding messages as appropriate.
  • Serves as initial point of contact for callers/visitors.
  • Determines nature of inquiry in order to refer to others for action.
  • Exercises judgment and discretion in releasing confidential information.

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
  2. Additional Document #2

Supplemental Questions

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