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Assistant to Associate Dean

Please see Special Instructions for more details.

Monday - Friday 8 to 5 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 Assistant to Associate Dean
Department Dean of Faculty
Position Number 1009992
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Position Purpose

To serve as the assistant to the Arts & Sciences Associate Dean of Faculty, using independent judgment and initiative to administer functions related to faculty hiring, tenure and promotion cases and program initiatives that are essential to the operation and success of the Arts & Sciences; requires a high degree of flexibility, ability to thrive in a fast paced environment, utmost discretion, meticulous attention to detail and professionalism.

Skills & Knowledge
  • Excellent organizational skills and ability to prioritize and work independently under the pressure of deadlines.
  • Good verbal and written communication and interpersonal skills to deal with a wide range of people.
  • Initiative and sound judgment.
  • Ability to anticipate needs of Associate Dean and proactively work towards meeting them with minimal supervision.
  • Ability to maintain extremely high professional standards and discretion in handling highly sensitive and confidential information.
  • Excellent computer skills and familiarity with a wide range of software programs, such as Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and comfort with web-based searches and databases.
  • Ability to work effectively in a diverse workplace.
  • Ability to work independently and in a collaborative team approach,
    taking initiative to advance projects to completion.
  • Commitment to diversity and to serving the needs of a diverse community.
Minimum Experience
  • Three years relevant administrative experience.
Minimum Education
  • Bachelor’s 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 Dennis Washburn
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

Monday – Friday 8 to 5

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 Management/Administration

  • Independently manages and organizes the activities associated with Arts & Sciences Associate Dean.
  • Creates a friendly, welcoming, professional environment.
  • Analyzes work requirements, determines best approaches, establishes priorities and follows through to ensure outcomes are timely and responsive to the objectives while maintaining the required and appropriate level of confidentiality in all matters related to the office of the Associate Dean.
  • Manages and controls the schedules for the Associate Dean, diplomatically handles internal and external requests, screens and evaluates visitors and calls and redirects inquiries appropriately.
  • Independently responds to questions, briefs Associate Dean on schedule changes and prioritizes matters needing immediate attention.
  • Acts as primary liaison between Associate Dean and faculty, staff, visitors, and students.
  • Coordinates meetings, prepares materials and agendas, executes a wide range of activities independently.
  • Drafts correspondence, memos, reports and appointment letters.
  • Provides administrative support to the Divisional Council and other committees/task forces reporting to the Associate Dean.
  • Assists the Associate Dean in managing the financial resources of the Division and associated academic programs by maintaining a data base of all relevant commitments and obligations, administering the Dean’s discretionary fund, coordinating necessary review and administration of contracts and grants, and working closely with the A&S Finance Center in processing and approving resource requests, policy exceptions, documentation, and other materials.
  • Ensures coverage of Deans’ Office, coordinating scheduled absences with assistants to the
    other Associate Deans.

Faculty Recruiting

  • Oversees and coordinates recruiting efforts of the academic departments in the division.
  • Coordinates with Dartmouth’s Office of Visa and Immigration Service to prepare the necessary paperwork for new hires and existing faculty as needed.
  • Prepares offer letters, appointments, re-appointments, and promotions for tenure-track faculty and prepares appointment and re-appointment letters for all research faculty, visiting faculty, and post-docs in the division.

Promotion and Tenure Reviews

  • Prepares dossiers for faculty being reviewed for promotion and tenure.
  • Initiates and pursues communications with departments and outside evaluators.
  • Manages P&T review process and handles paperwork for internal and external Promotion & Tenure cases/reviews.
  • Communicates with promotion subcommittees.
  • Works with Associate Dean to track contract renewal status, and works with faculty members being reviewed to assemble all materials for distribution to outside reviewers.
  • Prepares correspondence to all outside reviewers, tracks responses to ensure adequate number of reviewers and timely receipt of letters and documents the status and progress of each case.

Communications

  • Coordinates and responds to communications on behalf of the Associate Deans.
  • Communicates directly with faculty visitors and new tenure-track faculty, assists with providing resources for housing, moving and travel arrangements, and reimbursements.
  • Routinely communicates with senior level administration, directors, alumni, visitors, students and staff.
  • Receives annual faculty activity reports and updated CVs, and assembles all documents for Associate Dean’s review.

Information Management

  • Maintains and upgrades the faculty information database (IRIS), including confidential financial and academic data, demographic, payroll, teaching, workload, and course teaching data. Generates reports to audit database for accuracy of information. Works with ASFC to accurately compensate faculty and update data.
  • Works with division and department staff to insure that timely and accurate teaching schedules are maintained. Monitors teaching schedules to insure that course count and FTE data are accurate.
  • Attends annual teaching schedule review meetings.
  • Maintains overall office systems for record and documents management.
  • Updates files with salary and award letters, updated faculty records and CVs, course evaluations, and miscellaneous correspondence.
  • Coordinates file storage with Records Management annually.
  • Ensures security of confidential information and documents.
-- 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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