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Arts & Sciences Program Administrator

Please see Special Instructions for more details.

M-F 8:00 AM to 5:00 PM 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 Arts & Sciences Program Administrator
Department Classical Studies
Position Number 1125854
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Position Purpose

To manage, oversee and coordinate all administrative functions of the departments, including prioritization of multiple activities. To advise and support the Chair and faculty on departmental 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.
  • 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.
  • Commitment to diversity and to serving the needs of a diverse community.
  • Ability to maintain confidentiality and security.
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 Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter David Peterson
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

M-F 8:00 AM to 5:00 PM

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

Administration

  • Manages, formulates and implements administrative functions and activities of constituent departments and programs, 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 for payroll, accounts payable, P-Card transactions and reconciliations; event planning to include multiple, simultaneous events.
  • Interprets and applies college wide policies, ensuring department and program adherence.
  • With the Chair, may develop and implement department policies and procedures, communicating such to faculty, staff, students and visitors.
  • Ensures collegial and productive relationships between the Chairs and department and program faculty, college administrative offices such as the Registrar, Dean of Faculty office, college committees, other departments and programs, students and staff.
  • Communicates with various offices to ensure accurate and timely information for the ORC, timetables, classroom scheduling and final exams, Senior Honors and Graduate Bulletin, first year orientation, campus events calendar, commencement program, advising handbook.
  • Completes Federal Compliance Government Space Survey every three years to assist OSP with F&A proposal. Determines the need and purchases supplies and equipment.
  • Manages Reed Hall building facilities requirements, coordinating with FO&M for upkeep, repair and renovations as necessary. Oversees office assignments, building signage telephones, and space allocation.
  • Performs Administrative Assistant functions of colleague in their absence.

Financial/Budget Management

  • In conjunction with the Chairs, develop department and program budgets within parameters set by DOF Fiscal Office including operating accounts and endowments.
  • Develops and prepares budget reports and financial projections for the departments and programs. Monitors and reconciles all accounts and advises Chairs on financial issues.
  • Oversees electronic purchase orders, journal transfers, and requests for reimbursements and forms for disposition of prizes, awards and research stipends.
  • Acts as the Fixed Assets controller.
  • 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 and reconciliation, and adherence to college policy.
    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.
  • With the help of the Administrative Assistant, arranges candidates’ visits to include seminars, meetings with faculty and students and travel arrangements.
  • Assists the Chairs in faculty appointment process and assures compliance with guidelines.
  • Monitors for timeliness visiting and research faculty appointments, re-appointments and promotions.
  • Processes confidential 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.
  • In collaboration with the Chair, creates teaching schedules.
  • Orients all new Chairs to the departments/programs. Continually guides and advises. Welcomes new faculty to departments and programs.
  • Serves as primary programmatic contact for the Chair when s/he is out of town, making decisions in accordance with her/his wishes in his/her absence by consulting with him/her via email and/or telephone when necessary.

Communication

  • Serves as the primary resource and point of contact representing the departments and programs to the institution and external constituencies, including students, visitors and community members. Responds to inquiries and initiates the dissemination of information, often serving as the primary source of information regarding the departments and programs, their mission, policies and course offerings.
  • Records minutes at meetings as requested and prepares them for supervisor review and distribution.
  • Prepares a wide variety of materials such as correspondence, committee minutes and reports, stewardship letters, handouts, etc.
  • Monitors the academic progress of all majors and minors, communicating regularly with students about their programs and reminding them of academic and departmental requirements and deadlines. Provides students with information regarding requirements for honors thesis projects and independent study.
  • In conjunction with the web designer and with faculty input, writes, edits, and maintains the department and program web pages.
  • Working collaboratively with the Development office and Chairs, coordinates stewardship efforts including correspondence with donors. Oversees a database of information on prizes and awards; provides information to the Development Office.
  • Supports the department and program missions and values. Acts appropriately in dealing with others and supports the institution’s commitment to diversity.

Event Coordination

  • In conjunction with the Administrative Assistant, coordinates scheduling for department and program meetings, events, and major recurring activities including those with related departments and external participants.
  • In conjunction with the Administrative Assistant, responsible for the successful execution of the following types of events: department meetings, faculty meetings, committee meetings, lectures, workshops, conferences, faculty guest speakers, student presentations, open houses, social gatherings and seminars. Schedules events within the appropriate and unique parameters of the departments and programs.
  • In conjunction with the Administrative Assistant, responsible for supervising all aspects, including advertising and public relations, invitations, travel, honoraria, scheduling, room, equipment, food, and expense management.

Information Management

  • Adhering to institutional policies and procedures, maintains a comprehensive array of manual and electronic records such as inventories, budgets, student records and personnel files.
  • As appropriate, determines retention and disposition for specific information not otherwise covered by institutional policies.
  • Advises on student matriculation status.

Staff Development

  • Hires, trains and supervises Administrative Assistant. Assigns daily work and provides feedback on performance.
    As necessary creates payroll authorizations.
  • Monitors hiring and assignments of student workers and teaching and research assistants.
  • Reviews and approves timesheets, and monitors personal, sick and disability leaves of absence.
-- Performs other duties as assigned.

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

Supplemental Questions

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