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Administrative Assistant IV

Please see Special Instructions for more details.

This position is located in Lebanon, NH. 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 IV
Department Office of Health Care Philanthropy
Position Number 1125737
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Position Purpose

To provide all types of administrative support to the Office of Health Care Philanthropy; to coordinate administrative activities that will increase department efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the Office of Health Care Philanthropy.

Skills & Knowledge
  • Detail-oriented in preparing legal documents.
  • In-depth knowledge of office procedures.
  • Strong writing skills.
  • Exceptional organizational and planning skills, and ability to set and reset priorities.
  • Proficient with computer applications such as Microsoft Outlook, Word, and Excel.
  • Excellent communication & interpersonal skills; relaxed and friendly manner with staff and outside constituency.
  • Initiative, sound judgment, and ability to work independently.
  • Ability to maintain confidentiality.
  • Sense of humor and ability to work well within a team structure.
  • Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.
Minimum Experience
  • Three-plus years of office experience in a related field, with a high degree of autonomy.
  • Experience in a fundraising, public relations and/or academic medical center environment preferred.
  • Experience with The Raiser’s Edge or ADVANCE software preferred.
Minimum Education
  • Associate’s degree or the equivalent.
  • Bachelor’s degree preferred.
SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Dominic C. Albanese, Associate Vice President, Advancement Strategy & Operations
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

This position is located in Lebanon, NH.

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

Calendar Management

  • Manages, plans, and coordinates the details of two Office of Health Care Philanthropy officers’ complex daily appointment calendars to ensure the most efficient use of their time; briefs members of the team on changes in schedules and on matters needing immediate attention.
  • Coordinates and schedules a variety of activities to support office functions and meetings.

Committee/Meeting Participation

  • Gathers information for meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting.
  • Attends and participates in various meetings as requested by the Associate Directors.
  • Takes meeting minutes, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.

Communication/Coordination

  • Serves as primary point of contact for the Office of Health Care Philanthropy and as a liaison with donors and prospects, requiring knowledge of office policies as well as the ability to represent the office to the institution and community.
  • Types correspondence, proposals, reports, and other materials for submission to prospective donors; proofreads for accuracy, suggesting editorial changes where appropriate; assists in the creation and presentation of materials.
  • Coordinates production of marketing materials with Communications staff.
  • Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the Associate Directors.
  • Handles a variety of persons wishing to make appointments and effectively re-directs callers/visitors to the appropriate individual/office.
  • Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.

Program Management

  • Interfaces with other departments on behalf of the Associate Directors to ensure the smooth, orderly, and efficient functioning of cross-departmental needs.
  • Screens and processes mail, e-mail, and phone calls; ensures accurate, appropriate and timely follow-up.
  • Plans and coordinates travel itineraries and makes travel arrangements for the Office of Health Care Philanthropy team; processes reimbursement requests (post-travel and otherwise).

Project Coordination

  • Develops and implements project activities based on defined project scope and objectives.
  • Sets and maintains project schedules and timelines; evaluates project effectiveness, then recommends and documents changes to policies and procedures.
  • In conjunction with our internal Events Manager, coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) including locating and reserving facility space, arranging necessary services, coordinating schedules and itineraries, and overseeing actual event; works as member of team for larger events (which may include occasional nights and weekends).
  • Plans and implements logistical support for events and other engagement opportunities as needed.

Information Management

  • Researches files and databases for prospect information and prepares customized reports for Office of Health Care Philanthropy staff.
  • Ensures security and confidentiality of sensitive information and material.
  • Processes donor visit contact reports to The Raiser’s Edge system, provides Advancement Services with biographical data updates and new gift details when appropriate.

General Office Support

  • Sets up conference calls and webinars; registers office staff for webinars and seminars.
  • Orients new staff and visitors to the office and the community.
  • Supports the office’s mission to foster inclusiveness and diversity.
-- 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

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
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    • Craig's List
    • CUPA
    • Dartmouth College Employee
    • Dartmouth Employment Web Site
    • Dice
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    • Spectator
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    • 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)