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Assistant to Chief of Staff for Administration and Advancement

Please see Special Instructions for more details.

Monday - Friday 8:00 a.m. - 5:00 p.m. 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 Chief of Staff for Administration and Advancement
Department Dean of Faculty
Position Number 0041100
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Position Purpose

Provides a high level of administrative assistance to the Chief of Staff and the office of the Dean of the Faculty. Oversees the operations and day-to-day functions of the Arts & Sciences Development Office, prioritizing and adjusting workloads to ensure smooth operation of the ASDO team. Aids the Chief of Staff by coordinating and trouble-shooting inquiries, projects, and initiatives to ensure productivity and responsiveness to the Dean of the Faculty and the Advancement Division.

Skills & Knowledge
  • In-depth knowledge of office and administrative procedures and work flow.
  • Excellent written and oral communication skills.
  • Strong organizational skills.
  • Ability to respond appropriately to pressures, deadlines, and frequent changes in schedules and priorities.
  • Initiative, sound judgment, and ability to work independently.
  • Professional demeanor with ability to interact with others with tact and diplomacy.
  • Flexible nature; nimble; ability to multi-task and respond to changing demands.
  • Proficient with standard office computer systems such as Microsoft Word, Outlook and Excel; PowerPoint; Filemaker; and other programs.
  • Proactive in learning new technologies.
  • Curious, creative, and engaged team player with a sense of humor.
  • Ability to handle sensitive information with tact and to maintain confidentiality.
  • Commitment to diversity and to serving the needs of a diverse population.
Minimum Experience

Four plus years of office/administrative experience in a related field, with a high degree of autonomy.

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 Janet Terp
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
8:00 a.m. – 5:00 p.m.

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/Communications

  • Manages, plans, and coordinates the details of a complex daily calendar to ensure the most efficient use of the Chief of Staff’s time, adjusting to changing priorities.
  • Serves as liaison for Chief of Staff to other offices within and outside the Arts & Sciences, such as A&S departments and programs, Advancement Division, Finance Centers, Endowment Office, Dean of the College division, and Office of Public Affairs.
  • Serves as primary point of contact representing the ASDO to the institution and external constituents. Screens visitors and callers and takes appropriate action based on priorities, commitments, and availability of staff members.
  • Responds to inquiries, researches necessary information, refers inquiries to other offices as appropriate, and conveys messages on behalf of the Chief of Staff.
  • Maintains cognizance of working within a diverse community, enhancing diversity, and acts appropriately regarding diversity in dealing with others.

Office Management and Coordination

  • Works closely with Chief of Staff to plan, manage, and coordinate all administrative functions of the office.
  • Supervises office administrative assistant and coordinates workload distribution to achieve balance in office assignments and responsiveness to quickly changing priorities.
  • Helps to establish deadlines, determine priorities, and coordinate and adjust workloads. Aids in the development of timelines and schedules for production of stewardship and other communications.
  • Tracks initiatives, inquiries, and projects demanding attention and works to assure timely responses and resolutions. Anticipates and recognizes problems or issues and troubleshoots possible solutions.
  • Maintains broad knowledge base and understanding of the mission of the ASDO and the office of the Dean of the Faculty in order to effectively triage issues.
  • Independently handles and resolves a variety of administrative problems.
  • Independently plans and executes events such as receptions, retreats, dinners, orientations, and other meetings. Coordinates with vendors and other offices to obtain locations, create, review, and finalize contracts, develop itineraries, agendas, and menus, create meeting materials, send out invitations and track RSVPs, and provide on-site assistance.
  • Manages office budget, monitors expenditures, oversees all purchases, and completes expense reports and P-card transaction reports.

Writing and Research

  • Writes, edits, proofs, and finalizes correspondence for the Deanery to ensure appropriateness of content, accuracy of information, and tone of the message.
  • Researches initiatives, programs, and faculty and student work related to A&S endowed or current use funds for integration into DOF communications and stewardship.
  • Gathers, analyzes, and synthesizes meaningful data for proposals, acknowledgements, presentations, briefings, talking points, and reports for regular stewardship, specific initiatives in the academic enterprise, and special projects at the request of the Chief of Staff or Associate Director.
  • Handles confidential, sensitive information, exercises excellent professional judgment and discretion and interacts appropriately with constituents.
  • Undertakes special projects as they arise.

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

Supplemental Questions

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