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Office/Scheduling 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 Office/Scheduling Assistant
Department Hood Musuem of Art
Position Number 1125800
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Position Purpose

To provide general office assistance to the museum, and schedule community and college educational
programs.

Skills & Knowledge

• Excellent interpersonal skills and ability to deal articulately with a diverse range of people in both departmental and public settings.
• Strong organizational skills and ability to balance priorities and meet deadlines in a fast-paced office.
• In-depth knowledge of office procedures.
• Initiative, sound judgment and ability to work independently.
• Proven ability to maintain confidentiality and to appropriately handle confidential information.
• Strong writing, detail editing, and proofreading skills.
• Proficient in the use of computers and software applications, including PowerPoint, Photoshop, and database management; the ability to learn new applications.
• Commitment to diversity and to serving the needs of a diverse population.

Minimum Experience

• Three years of experience providing administrative support.
• Keen interest in the arts strongly preferred.
• Student staff supervision experience preferred.

Minimum Education

• Associate’s degree or the equivalent in education and experience.
• Bachelor’s degree preferred.

SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Jessica Havrda, Business Officer
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

Office Assistance:
• Works primarily from the museum’s front desk in the museum atrium and serves as initial point of contact for callers/visitors.
• Welcomes visitors and answers general museum questions as appropriate, for example about museum exhibitions, activities, and programs. Based on the nature of the inquiry, refers to others within the museum for action.
• Checks visitors into the museum’s 3rd floor office and informs staff members when their appointments have arrived.
• Directs traffic to appropriate locations.
• Receives, sorts, and distributes incoming mail and packages, and delivers outgoing mail to appropriate pickup point.
• Operates point-of-sale function at the front desk. Maintains stock of catalogues, posters, postcards, and other ephemera for sale.
• In consultation with the business officer, delegates work to student assistant.
• Works collaboratively with the assistant to the director and business assistant to support each other’s vacation time, breaks, and days out of the office.
• Provides such light office support as photocopying and database entry.

Scheduling Assistance:
• Administers tours and classes of the museum’s collection and special exhibitions for community and college audiences. This includes program registration and space reservation.
• Coordinates scheduling with other education/academic programming staff, docents, the museum’s security/visitor services staff, and other museum personnel. The includes creating calendar reservations and communicating with all appropriate parties.
• Coordinates and schedules docent tour schedule, in communication with education staff.
• Attends docent training as requested.
• Schedules student intern interviews each year, and work hours each term.
• Creates, updates, and maintains paperwork and maintains the education mailing list database.
• Deposits revenue from programs into appropriate departmental accounts and compiles monthly and annual tour program statistics.
• Occasionally assists with museum events outside regular business hours.

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
  1. Additional Document #1
  2. Additional Document #2

Supplemental Questions

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