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Assistant to Executive Director

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 Assistant to Executive Director
Department Executive Director, Guarini Institute
Position Number 1125851
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Position Purpose

To serve as the assistant to the Guarini Institute Executive Director, using independent judgement and initiative to administer functions related to activities and initiatives that are essential to the operation and success of the Guarini Institute; 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 judgement
• Ability to anticipate the needs of the Executive Director 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 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 year’s 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 Joyce Kenison
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 Management and Administration
• Independently manages and organizes the activities associated with Guarini Executive Director.
• Analyses 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 Executive Director.
• Manages and controls the schedules for the Executive Director, diplomatically handles internal and external requests, screens and evaluates visitors and calls and redirects inquiries appropriately.
• Independently responds to questions, briefs Executive Director on schedule changes and prioritizes matters needing immediate attention.
• Coordinates meetings, prepares materials and agendas, executes a wide range of activities independently.
• Drafts correspondence, memos, reports, stewardship letters, and official documents.
• Assists the Executive Director in managing the workflow of the Guarini Institute by maintaining a database of all official agreements, coordinating necessary review and administration of institutional agreements, MOU’s, and agreements with third-party providers, and works closely with the Guarini Assistant Director, Operations and A&S Finance Center in facilitating the timely processing of resource requests, policy exceptions, documentation, and other materials.
• Reviews faculty director program reports and student evaluation reports and assists Executive Director in identifying and prioritizing issues for follow-up. Coordinates the Institute’s program evaluation efforts with the Center for Program Design and Evaluation (CPDE).
• Creates a friendly, welcoming, and professional environment.

Project & Event Coordination
• Plans, coordinates and arranges a variety of activities to support Guarini Institute events, workshops, conferences, functions and meetings, including inviting speakers, locating and reserving facility space, arranging for necessary services, coordinating schedules and itineraries, and overseeing actual event.
• Coordinates with other offices and departments to arrange co-sponsorship of events.
• Works collaboratively with Institute staff, student directors and the Guarini Institute student advisory board to develop materials and activities designed to promote academic off-campus programs and related experiences.
• Sets and maintains schedules and timelines.
• Evaluates project and event effectiveness and recommends changes to events, activities, policies and procedures.

Information and Content Management
• Assists with creation and publishing of Guarini Institute informational and promotional materials, website and social medial content, statistics, and announcements.
• Ensures editorial integrity for online and printed content by working collaboratively with Guarini Institute staff, faculty, and a variety of administrative support offices across campus. Where appropriate, ensures the consistent look and feel by promoting uniform messaging, formatting, imagery and design.
• Assists with compiling Guarini Institute annual reporting, completion of surveys, etc.

Committee/Meeting Participation
• Coordinates, attends, and participates in various meetings as requested by the Executive Director.
• Gathers information for Guarini meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting.
• Takes minutes of the meeting, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.

General
• 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

Supplemental Questions

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