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Administrative Assistant IV

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 Administrative Assistant IV
Department Presidential Initiatives and Principal Gifts
Position Number 0108700
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Position Purpose

To provide administrative support to Senior Philanthropic Advisor(s) in the management of individual giving efforts focused on alumni, parents, and friends of Dartmouth College. Joins a donor-focused, close-knit PIPG team that manages Dartmouth’s relationships with the institution’s best-able-to-give constituents. Interacts with colleagues in Advancement and throughout the Dartmouth campus community to support the management of external and internal relationships. Provides backup administrative support for Chief Operating Officer.

Skills & Knowledge
  • Excellent interpersonal skills and professional presentation.
  • Good judgment and ability to interact with a diverse group of people (internal and external).
  • Discretion and confidentiality in all matters.
  • Strong organizational skills, including ability to prioritize tasks and work independently.
  • Strong writing and proofreading skills.
  • Attention to detail.
  • Commitment to accuracy.
  • Ability to understand, facilitate, and implement complex scheduling.
  • Skill in the use of Microsoft programs, relationship management databases, and video/web conferencing.
Minimum Experience
  • Five plus years office experience in a complex environment.
  • High degree of autonomy.
  • Understanding of confidentiality within the workplace.
  • Demonstrated success in working with wealthy clients or donors (external) as well as with top internal management.
  • Experience with spreadsheet and database programs.
Minimum Education
  • Associate’s degree
  • Bachelor’s degree preferred
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

DONOR-FOCUSED ACTIVITIES/COMMUNICATION

  • In partnership with the Senior Philanthropic Advisor(s), manages Dartmouth’s relationships with key alumni, parents, and friends of the College in a professional and proactive manner.
  • Inputs contact reports and manages other prospect data in Advance, with particular focus on the timely and accurate management of proposals.
  • Works cooperatively with Donor Relations Officers and Gift Planning Officers in the cultivation and solicitation work of the Senior Philanthropic Advisor(s).
  • Plans and coordinates meetings and special events hosted by donors, Dartmouth leadership, and/or the Senior Philanthropic Advisor(s).
  • Performs special services for donors, such as responding to requests for information and arranging special appointments, campus visits, donor recognition, and gifts.
  • Prepares and distributes agendas, correspondence, proposals, and reports for donors and prospective donors. Formats and proofreads documents and reports.
  • Transmits new philanthropic gifts and/or gift commitments to the Gift Recording Office.
  • Responds proactively to phone and mail inquiries for the Senior Philanthropic Advisor(s).
  • Maintains confidentiality, especially with sensitive prospect information.
  • Anticipates and recognizes problems and/or issues and brings them to the attention of the appropriate staff member.

SCHEDULE/PROJECT COORDINATION

  • Manages the schedule(s) of the Senior Philanthropic Advisor(s) and maintains calendar(s) in a timely and accurate fashion, always exercising good judgment and assessing priorities.
  • Manages all travel arrangements for the Senior Philanthropic Advisor(s), which includes detailed itineraries and, frequently, interaction with donors and their assistants and families.
  • Coordinates a variety of special projects, that may include publications, mailings, notifications to field staff and printing projects.
  • Coordinates facility space including room assignments.
  • Independently manages special projects as assigned.

INFORMATION MANAGEMENT

  • Gathers, maintains, and summarizes data; creates necessary reports.
  • Manages donor and institutional information to ensure its accuracy and accessibility.
  • Assists in the development and distribution of reports on proposals, progress against goals, gifts and pledges, and stewardship activities.
  • Exercises judgment regarding the disclosure of confidential or sensitive information.

DEPARTMENT ADMINISTRATION

  • Serves as point of contact for and an ambassador of the PIPG team.
  • Serves as a part of a multifunctional team where workload is shared.
  • Provides coverage for colleagues as needed.
  • Fosters respectful communication and collaboration within a diverse community.

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
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    (Open Ended Question)