Administrative Assistant III - Project Management Services at Dartmouth College in hanover, New Hampshire

Job Description:

Posting date:

12/13/2024

Open Until Filled:

Yes

Position Number:

1129164

Position Title:

Administrative Assistant III - Project Management Services

Department this Position Reports to:

FOM

Hiring Range Minimum:

$24.18/hr

Hiring Range Maximum:

$30.19/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:

Hanover, NH

Remote Work Eligibility?:

Onsite only

Is this a term position?:

No

If yes, length of term in months.:

n/a

Is this a grant funded position?:

No

Position Purpose:

Primary administrative support to the Senior Director of Project Management Services in the division of Campus Services. This role will be the point person for coordinating complex administrative activities that increase departmental efficiency, expedite/coordinate the work of others, and ensure the smooth operation of multiple programs under the purview of the Senior Director. Acts as liaison with internal and external groups/offices/constituents. Plans, coordinates, and oversees projects and special events related to department programs.

Required Qualifications - Education and Yrs Exp:

Bachelors plus 3-5 years' experience or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities:

• Bachelor's degree required


• Five plus years of office experience in a related field, with a high degree of autonomy.


• High level of attention to detail.


• Strong organizational and planning skills and ability to set priorities.


• Highly proficient with computer applications.


• Excellent communication and interpersonal skills.


• Initiative, sound judgment and ability to work independently.


• Able to maintain confidentiality.

Preferred Qualifications:

• Familiar with building construction and maintenance practices, including bidding, contracting, accounting and insurance.

Department Contact for Recruitment Inquiries:

Sr Director, Project Management Services

Department Contact Phone Number:

603-646-3323

Department Contact for Cover Letter and Title:

Sr Director, Project Management Services

Department Contact's Phone Number:

603-646-3323

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?:

Not an essential function

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/76976

Description:

Calendar Management

• Manages, plans, and coordinates the details of a complex daily appointment calendar to ensure the most efficient use of the senior director's time and select other leadership calendars.


• Coordinates and schedules a variety of activities to support office functions and meetings.


• Briefs the senior director on changes in schedules and priorities or on matters needing the senior director's personal or immediate attention.


• Frequently updates schedules and plans on upcoming meetings.


• Coordinates with other offices and departments to arrange co-sponsorship of events.

Percentage Of Time:

25

Description:

Committee/Meeting Participation

• Coordinates, attends, and participates in various meetings as requested.


• Gathers information for the 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.

Percentage Of Time:

20

Description:

Communication/Coordination

• Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the senior director.


• Liaises with internal and external contacts wishing to make appointments and effectively redirects caller/visitor to the appropriate individual/office.


• Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.


• Interprets, applies and explains office, department, and College policies and procedures.


• Monitors department email account. Research and prepare responses to feedback directed at the department.


• Communicates respectfully with a diverse community.

Percentage Of Time:

15

Description:

Project Coordination and Reports

• Assists in the development and update of various reports and exhibits - including eBuilder, Planon, Sharepoint and Excel documents.


• Plans, coordinates, and oversees projects and special events related to department programs. Including coordination, delivery or pick up of food for events, interviews or other functions.


• Develops and implements project activities based on defined project scope and objectives.


• Sets and maintains schedules and timelines.


• Evaluates project effectiveness and recommends changes to policies and procedures.

Percentage Of Time:

20

Description:

General Office Support

• Coordinates travel needs and business expense/credit card reconciliation.


• Types and prepares a wide variety of materials such as correspondence, committee minutes and reports, handouts, etc., proof reading to ensure accuracy.


• Maintain department awards list and milestones list and track emergency plan updates.


• Orients new staff and visitors to the office and the community.

Percentage Of Time:

10

Description:

Culture and Employee Belonging



We are actively striving to make Campus Services a desired place to work in the Upper Valley, a place where people feel welcomed, where they can be their authentic selves, be heard, and feel accepted. We want this culture to be felt by those who receive our services. The way we treat one another should be the same way we treat our customers.

• Demonstrates a commitment to inclusion and cultural awareness through actions, interactions, and communications with others.


• Participates in division-wide CEB initiatives and training, including promotion of the 7 Principles (Empathy, Fairness, Dependability, Inclusivity, Consideration, Vulnerability and Respect)


• Willingness to foster a growth mindset in the areas of improving culture and inclusion across the division.

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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