Executive Assistant - Campus Services
Dartmouth College

Job Info

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Posting date:

09/24/2024

Open Until Filled:

Yes

Position Number:

1129007

Position Title:

Executive Assistant - Campus Services

Department this Position Reports to:

Campus Services

Hiring Range Minimum:

$65,300

Hiring Range Maximum:

$75,000

Union Type:

Not a Union Position

SEIU Level:

Not an SEIU Position

FLSA Status:

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 Vice President Energy, Capital Projects & Facilities 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 departments under the purview of the VP. 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.
• Ability to maintain confidentiality.

Preferred Qualifications:

Department Contact for Recruitment Inquiries:

Campus Services HR

Department Contact Phone Number:

603-646-3323

Department Contact for Cover Letter and Title:

Vice President of Energy, Capital Projects & Facilities

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/75833

Description:

Calendar Management

• Manages, plans, and coordinates the details of a complex daily appointment calendar to ensure the most efficient use of the VP's time and select other leadership calendars.
• Coordinates and schedules a variety of activities to support office functions and meetings.
• Briefs the VP on changes in schedules and priorities or on matters needing the VP'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 by the VP.
• 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 VP.
• Handles a variety of persons 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.
• 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.
• Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) including attracting speakers, locating and reserving facility space, arranging for necessary services, coordinating schedules and itineraries, and overseeing actual event.

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.
• 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

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

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Performs other duties as assigned.

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