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Department Coordinator

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 Department Coordinator
Department Corporate and Foundation Relations
Position Number 0175000
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Position Purpose

To provide general administrative support for the Corporate and Foundation Relations office using traditional and technology-driven administrative skills, playing an integral role in information and fiscal management, data analysis and prospect and reporting management, and departmental and campus coordination. To coordinate activities to increase department efficiency, to expedite/coordinate the work of others, and to ensure the smooth operation of the department.

Skills & Knowledge
  • In-depth knowledge of office procedures.
  • Strong technical literacy; highly proficient with department-specific computer applications and database management software
  • Knowledge of Information Technology and other digital platforms.
  • Well-refined organizational and analytical skills
  • Strong interpersonal skills, including discretion in handling confidential personnel and prospect information.
  • Strong written communication skills.
  • Demonstrated ability to be flexible while maintaining consistent level of accuracy and adhering to high standards.
  • Donor centric/customer-focused.
  • Strong attention to detail.
  • Demonstrated initiative.
Minimum Experience
  • Three years of relevant office experience with high degree of autonomy.
  • Demonstrated success in working with high-end clients or donors (external) as well as with top internal administration or management.
Minimum Education
  • Associate‚Äôs 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 Cindy Welch
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

GENERAL OFFICE ADMINISTRATION/FISCAL RESPONSIBILITIES

  • Coordinates a variety of diverse activities to support department under guidance of the Director.
  • Helps manage the schedule of CFR Director, and other senior CFR staff, as needed, and helps to schedule meetings.
  • Manages CFR department program accounts; works with Director on annual budget preparation and quarterly budget projections; handles monthly budget/expense reconciliation, accounts payable, recordkeeping, and prepares financial reports as needed.
  • Coordinates travel and accommodations for Director and other CFR staff, and for faculty and campus visitors.
  • Participates in development and implementation of office policies and procedures.
  • Sets and maintains departmental schedule including meetings, retreats, and events.
  • Processes gifts and correction memos; provides general support for fund-raising activities.
  • Orders office equipment, supplies, and subscriptions in support of CFR activity.

INFORMATION MANAGEMENT

  • Has primary responsibility for maintaining accurate and up to date records of corporate/foundation activity, through efficient and timely data entry of new proposals, reports, approvals/declines, contact reports, and other IT tasks using Advance and OnBase and BI database platforms.
  • Generates foundation/corporate support data pulls and reports by working integrally with Data warehouse and Advance database system.
  • Optimizes the use of technology tools and platforms adopted by the division for record keeping, prospect research, marketing and communication, and identifies new technology products, online databases, and software that will enhance the efficiency of CFR staff.
  • Works with CFR staff and Research and Prospect Management to research and identify new prospects.
  • Develops and maintains record management and retention policies and is responsible for circulation file and file maintenance.
  • Has primary responsibility for managing appropriate reliance of hard copy document and completing the CFR office transition to electronic files while keeping the CFR prospect records integral.
  • Integrates Office of Sponsored Projects data regarding foundation/corporate awards into CFR activity reports.
  • Reviews foundation/corporate awards from the Office of Sponsored Projects to include report deadlines as Task reminders; corresponds, as appropriate, with campus partners to provide advance reminders of reports and/or receive copies of stewardship reports, as needed.

STEWARDSHIP AND RESEARCH RESPONSIBILITIES

  • Assists with development of thank-you letters, stewardship reports, and other correspondence with foundations and/or corporations, with guidance from CFR staff.
  • Helps to conduct research on corporate/foundation prospects, as needed.
  • In liaison with CFR staff, helps to develop and coordinate a robust stewardship program for corporate/foundation supporters.
  • Assists with gathering and compiling data for regular reports to foundations/corporations.

COMMUNICATION

  • Assists with writing and distribution of press releases, email solicitations, publicity, and gathering and placement of logos and other announcements relating to corporate/foundation awards using traditional and new and appropriate online technology and social media platforms, including iModules, facebook, twitter, LinkedIn, etc.
  • In consultation with the CFR Director, helps develop and launch social media and other communications plan, as well as assist with implementation of CFR marketing plan.
  • Reviews foundation/corporate awards from the Office of Sponsored Projects to include report deadlines as Task reminders; corresponds, as appropriate, with campus partners to provide advance reminders of reports and/or receive copies of stewardship reports, as needed.
  • Serves as primary resource/point person for the Endowment Office, Gift Recording Office, Records Management, Executive Office, Dean of Faculty Budget Office, Office of Sponsored Projects, and other campus administrative offices on matters related to foundation activity.
  • Prepares and distributes agendas and minutes for meetings, and with memos and correspondence, including proposals and reports to appropriate audiences
  • Answers main CFR telephone, troubleshoots questions, and directs calls as appropriate
  • Disseminates electronic news, notices, and reports to relevant audiences
  • Maintains high level of collaboration and communication with department members and other offices to ensure smooth operations

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. Resume
  2. Cover Letter
Optional Documents
  1. Additional Document #1
  2. Additional Document #2

Supplemental Questions

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