Administrative Assistant II

Position Details

Position Information

Posting date: 08/09/2024
Closing date:
Open Until Filled: Yes
Position Number: 1128988
Position Title: Administrative Assistant II
Department this Position Reports to: Leslie Center for the Humanities
Hiring Range Minimum: $18.70/hr.
Hiring Range Maximum: $22.00/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
Schedule:
Location of Position:
Hanover, NH 03755

Remote Work Eligibility?: Onsite only
Is this a term position?: No
If yes, length of term in months.: NA
Is this a grant funded position?: No
Position Purpose:
To support the successful and efficient functioning of the Leslie Center for the Humanities through assistance with administrative tasks, activity related to meetings and Center-hosted gatherings, coordination of Leslie Center programming and funded projects, and academic functions.

Description:
Required Qualifications - Education and Yrs Exp: High School plus 1-2 year(s) of experience or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities:

• Two years of experience in an administrative support position.
• Self-starter who can work independently or in teams with a diverse group of administrative colleagues, faculty and students.
• Strong organizational skills.
• Strong skills in managing details.
• Ability to effectively prioritize and multi-task.
• Ability to meet critical deadlines.
• Strong verbal and written communication skills.
• Strong interpersonal skills to host culturally diverse Center guests and users with a welcoming, respectful demeanor.
• High level of proficiency with Microsoft Office products.
• Ability to design effective promotional materials using electronic design software.
• Ability to effectively post information and materials to social media outlets.
• Ability to quickly learn and use new computer programs and processes.
• Ability to adapt to new systems and procedures as they occur, as well as to assist with the development of systems and procedures.
• Experience in managing financial transactions and record-keeping.
• Ability and willingness to move Leslie Center conference tables and chairs as needed, sometimes multiple times in a week.

Preferred Qualifications:
Associate or Bachelor's Degree a plus.
Experience in an educational setting a plus.

Department Contact for Recruitment Inquiries: Mary Fletcher
Department Contact Phone Number: 603-646-9370
Department Contact for Cover Letter and Title: Mary Fletcher, Administrator
Department Contact's Phone Number: 603-646-9370
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


Additional Instructions:
The possibility of hiring a part-time person to help with Leslie Center sponsored projects has been discussed with Kate Soule. Rather than add a second part-time person, we would like to change Erin Bennett's current position from part-time to full-time.

Quick Link: https://searchjobs.dartmouth.edu/postings/75240

Key Accountabilities

Description:
Electronic Information Management

• Assists with updating and maintaining the Leslie Center and the Humanities 1 & 2 websites.
• Assists with designing and producing electronic and print promotion materials for events hosted or funded by the Leslie Center.
• Assists with submissions to the Dartmouth events calendar and VOX daily.
• Assists with activity related to posting Leslie Center news and event announcements to the Leslie Center website, Facebook, Instagram, and X.
• Assists with maintaining department electronic files and systems.
• Assists with electronic financial processes and procedures, including monitoring budgets and managing expenses as assigned for Center-funded events.

Percentage Of Time: 30%
Description:
Event Management

• Assists with ensuring the Leslie Center spaces are tidy and orderly for scheduled meetings and events that are and are not hosted or sponsored by the Leslie Center.
• Assists with the rearrangement of meeting-room tables and chairs as necessary to accommodate scheduled meetings and events.
• Assists with the set-up and clean-up of meetings and events hosted or sponsored by the Center.
• Assists with activity related to Center business meetings, programming, and assigned Center-funded events such as meetings, symposia, exhibitions, performances, and workshops, including regular communication with faculty or staff organizers; venue, travel, lodging, dining and catering arrangements; and coordination of technical support as needed.
• Assists with financial transactions including honoraria, expense submissions, purchasing, and tracking event budgets.
• Assists with explaining and troubleshooting meeting room technology for meeting organizers and participants as necessary.
• Assists with arrangements to accommodate special needs as necessary.

Percentage Of Time: 20%
Description:
Financial Systems (according to Dartmouth policies and procedures

• Assists with financial processes including the submission of payment requests for honoraria, invoices, and reimbursements; p-card submission approvals; contract creation and management; and purchase orders.

Percentage Of Time: 20%
Description:
General Office Support

• Serves as one of the primary points of contact for the Center, responding to inquiries regarding programs and activities, referring individuals to the appropriate person or department as necessary.
• Assists with training and supervision of student office assistants, including processes related to electronic timesheets.
• Assists with purchasing, stocking, and maintaining the inventory of food, beverage, office, and printer supplies.
• Performs regular, ongoing maintenance of the Center common areas and refreshment center.
• Performs general administrative support as needed including printing, copying and scanning; maintaining Center tidiness and organization; the collection and distribution of mail; coordinating activity with campus and local printing services; purchasing and distributing books and other materials.
• Assists with creating and producing Center programming and promotional materials, doing Center-related errands, and other administrative tasks as necessary.

Percentage Of Time: 30%

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Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
Performs other duties as assigned.