Administrative Assistant Job at Dartmouth College in Hanover

Position Information

Position Title: Administrative Assistant

Hiring Range: $20.00 - $25.00 per hour

Employment Category: Regular Full Time

Scheduled Hours per Week: 40

Schedule: 8:30 am - 5:00 pm

Location of Position: Hanover, NH 03755

Remote Work Eligibility: Onsite only

Position Purpose

To ensure the smooth and efficient operation of the Guarini Institute. The role will require coordinating and performing a wide variety of administrative and programmatic support functions for the Guarini Institute, and Off-Campus Program faculty directors that will increase office efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the office and off-campus program offerings.

Description

The administrative assistant will work with a team of 8 other individuals to advance the mission of off-campus programs at Dartmouth.

Key Accountabilities

• Office Management: Serves as the first point of contact for the Guarini Institute and manages and triages communications received via phone, email, and in person.
• Oversees the smooth functioning of the Guarini Institute office space and assists with supporting various positions within the office related to projects, meetings, and data input.
• Manages the Guarini Institute calendar and events.
• Tracks and monitors deadlines and pending items; follows up with appropriate contacts to ensure consistent and efficient workflow and timely completion of tasks.
• Anticipates and proactively manages preparation and follow-up for meetings, events, and programs.
• Schedules meetings for Guarini Institute staff and reserves space for office events and functions.
• Participates in staff meetings, takes minutes, and ensures the timely and accurate dissemination of information and follow-up.
• Manages office space issues and operating supplies; responsible for Zoom meetings, audiovisual (AV) setup, and related tasks.

(40% of time)

• Outreach and Communication: Works with the Guarini Institute team to develop and implement outreach to internal and external constituents, coordinating with counterparts in various other Dartmouth administrative and academic departments.
• Assists in preparing and designing communications materials.
• Develops and manages the Guarini Institute website and social media accounts in collaboration with others for content;
• Supports campus events on behalf of the Guarini Institute including the annual Off-Campus Programs Fair and other department sponsored events.
• Communicates and updates campus partners on off-campus program enrollments and updates.

(20% of time)

• Program Support: Assists the Guarini Institute leadership team in preparing communications and reports, as well as collecting information required to maintain appropriate records for program operations and reviews.
• Maintains and monitors off-campus program enrollments, including late applications, student rosters, waitlists, and processing withdrawals.
• Assists in organizing and hosting campus visitors.
• Responsible for record management in study abroad software (Terra Dotta) and corresponding Dartmouth systems, including but not limited to Banner and Data Warehouse.
• Supports and administers the application review process in coordination with the Assistant Director for Study Away during the annual deadline and thereafter, ensuring the student application process runs smoothly and effectively.
• Regularly monitors the student application process and coordinates with faculty on inputting their reviews and monitoring their cohort of programs.
• Helps schedule meetings for faculty with students during the application and orientation phases.

(40% of time)

Required Qualifications

• Associates or equivalent combination of education and experience
• 2 - 3 years of administrative experience in roles with increasing levels of autonomy and responsibility.
• In-depth knowledge of office procedures.
• Ability to work with and interact effectively with students, staff, faculty, and foreign institutions.
• Proven ability to work successfully both as an individual contributor and as part of a team.
• Excellent organizational and project management skills, with the ability to multitask.
• Demonstrated problem-solving, decision-making, and troubleshooting skills.
• Proficiency in Microsoft Office and knowledge of computer databases and electronic communications software; ability and initiative to learn new systems and programs.
• Strong writing and proofreading skills.
• Ability or willingness and capability to learn to update web pages and manage social media applications and postings.
• Detail-oriented with a high degree of accuracy.
• Strong interpersonal skills and the ability to communicate with a wide range of constituencies both on and off campus.
• Tact, professionalism, and demonstrated experience handling highly sensitive and confidential information.

Preferred Qualifications

• Experience in an academic environment.

Equal Opportunity Employer

Dartmouth College is an equal opportunity employer under federal law. 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 are welcome from all.