11/22/2023
Open Until Filled:
Yes
Position Number:
1125736
Position Title:
Administrative Assistant IV
Department this Position Reports to:
Medical and Healthcare Advancement
Hiring Range Minimum:
$20.25/hr
Hiring Range Maximum:
$25.25/hr
Union Type:
Not a Union Position
SEIU Level:
Not an SEIU Position
FLSA Status:
Non-Exempt
Employment Category:
Regular Full Time
Scheduled Months per Year:
12
Scheduled Hours per Week:
40
Location of Position:
Lebanon, NH
21 Lafayette Street
Remote Work Eligibility?:
Hybrid
Is this a term position?:
No
Is this a grant funded position?:
No
Position Purpose:
To provide executive and administrative support to the Medical & Healthcare Advancement offices of Advancement Administration and Strategic Engagement and to coordinate activities that will increase the office’s efficiency, expedite and coordinate the work of others, and ensure the smooth operation of the units comprising the development office.
Required Qualifications – Education and Yrs Exp:
Associates plus 3+ years’ experience or equivalent combination of education and experience
Required Qualifications – Skills, Knowledge and Abilities:
Skills & Knowledge· In-depth knowledge of office procedures· Strong writing skills· Exceptional organizational and planning skills, and ability to set and reset priorities· Proficient with computer applications such as Microsoft Outlook, Word, and Excel· Excellent communication & interpersonal skills; relaxed and friendly manner with staff and outside constituency· Initiative, sound judgment, and ability to work independently· Ability to maintain confidentiality· Sense of humor and ability to work well within a team structure· Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.Brings joy and humor to the workplace
Experience· Three-plus years of office experience in a related field, with a high degree of autonomy
Education· Associate’s degree or the equivalent· Bachelor’s degree preferred
Preferred Qualifications:
• Experience in a fundraising, public relations and/or academic medical center environment
• Experience with The Raiser’s Edge or ADVANCE software
• Bachelor’s degree
Department Contact for Recruitment Inquiries:
Christine Andrews
Department Contact Phone Number:
6036465280
Department Contact for Cover Letter and Title:
Christine Andrews – AVP Advancement Administration
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.
Background Check:
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, conduct review, 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.
Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?:
Preferred, but not required
Special Instructions to Applicants:
Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy
Quick Link:
https://searchjobs.dartmouth.edu/postings/71547
Description:
Calendar Management· Manages, plans, and coordinates the details of the fundraisers’ complex daily appointment calendars to ensure the most efficient use of their time; briefs members of the team on changes in schedules and on matters needing immediate attention.· Coordinates and schedules a variety of activities to support office functions and meetings.· Interfaces with other departments on behalf of the program leaders to ensure the smooth, orderly, and efficient functioning of cross-departmental needs.
Percentage Of Time:
30
Description:
Communication/Coordination· Serves as primary point of contact for the program leaders and as a liaison with donors and prospects, requiring knowledge of office policies as well as the ability to represent the office to the institution and community.· Prepares correspondence, proposals, reports, and other materials for submission to prospective donors; proofreads for accuracy, suggesting editorial changes where appropriate; assists in the creation and presentation of materials.· Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the program leaders.· Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.· Gathers information for meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting.· Attends and participates in various meetings as requested by program leadership.· Takes meeting minutes, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.
Percentage Of Time:
20
Description:
Project Coordination· Develops and implements project activities based on defined project scope and objectives.· Sets and maintains project schedules and timelines; evaluates project effectiveness, then recommends and documents changes to policies and procedures.· In conjunction with our internal departments, coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) including locating and reserving facility space, arranging necessary services, coordinating schedules and itineraries, and overseeing actual event; works as member of team for larger events (which may include occasional nights and weekends).· Plans and implements logistical support for events and other engagement opportunities as needed.
Percentage Of Time:
20
Description:
Information Management· Researches files and databases for prospect information and prepares customized reports for the Vice President and two Executive Directors.· Ensures security and confidentiality of sensitive information and material.· Processes donor visit contact reports to The Raiser’s Edge system, provides Advancement Services with biographical data updates and new gift details when appropriate.
Percentage Of Time:
20
Description:
· General Office Support· Sets up conference calls and webinars; registers office staff for webinars and seminars.· Screens and processes mail, e-mail, and phone calls; ensures accurate, appropriate and timely follow-up.· Plans and coordinates travel itineraries and makes travel arrangements for the program leaders; processes reimbursement requests (post-travel and otherwise).· Orients new staff and visitors to the office and the community.· Supports the office’s mission to foster inclusiveness and diversity.·
Percentage Of Time:
10
–:
Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
–:
Performs other duties as assigned.
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