Administrative Assistant III
Dartmouth College
Hanover, NH
Full-time
Administration / Clerical
Posted on April 5, 2024
Position Details
Position Information
Posting date
03/04/2024
Closing date
Open Until Filled
Yes
Position Number
1128765
Position Title
Administrative Assistant III
Department this Position Reports to
FOM Operations
Hiring Range Minimum
$20.00/hr.
Hiring Range Maximum
$25.00/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
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
The Administrative Assistant III serves an important customer service and support role for the department of Facilities Operations and Management (FO&M). This position serves as the primary contact for both internal and external customers in scheduling meetings, training and providing general office support to the leadership team of the department. The position will also electronically keep track of licenses, other compliance certificates and centrally managed files. The person in this position needs to be able to work in a team environment and be genuinely interested in helping and meeting the needs of FO&M's customers and staff. The Facilities Operations & Management (FO&M)/Residential Operations Office handles all aspects of office administration to ensure smooth-running operations, timely flow of information, and quality management of the Facilities Operations and Residential Operations website.
Dartmouth's facilities include over 5 million square feet of space in 165 buildings. These facilities serve over 5,600 students and 5,000 faculty and staff in a variety of academic, research, administrative, athletic, and residential spaces.
Description
Required Qualifications - Education and Yrs Exp
Associates plus 2-3 years' experience or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities
Preferred Qualifications
Admin HR Services
Department Contact Phone Number
603-646-3323
Department Contact for Cover Letter and Title
Julie Findley, CAO Campus Services
Department Contact's Phone Number
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
Quick Link
https://searchjobs.dartmouth.edu/postings/72721
Key Accountabilities
Description
Office / Project Support
50
Description
Communication/Coordination
30
Description
Administrative Function
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.
10
-
--
Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
--
Performs other duties as assigned.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Posting date
03/04/2024
Closing date
Open Until Filled
Yes
Position Number
1128765
Position Title
Administrative Assistant III
Department this Position Reports to
FOM Operations
Hiring Range Minimum
$20.00/hr.
Hiring Range Maximum
$25.00/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
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
The Administrative Assistant III serves an important customer service and support role for the department of Facilities Operations and Management (FO&M). This position serves as the primary contact for both internal and external customers in scheduling meetings, training and providing general office support to the leadership team of the department. The position will also electronically keep track of licenses, other compliance certificates and centrally managed files. The person in this position needs to be able to work in a team environment and be genuinely interested in helping and meeting the needs of FO&M's customers and staff. The Facilities Operations & Management (FO&M)/Residential Operations Office handles all aspects of office administration to ensure smooth-running operations, timely flow of information, and quality management of the Facilities Operations and Residential Operations website.
Dartmouth's facilities include over 5 million square feet of space in 165 buildings. These facilities serve over 5,600 students and 5,000 faculty and staff in a variety of academic, research, administrative, athletic, and residential spaces.
Description
Required Qualifications - Education and Yrs Exp
Associates plus 2-3 years' experience or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities
- Two- plus years of administrative management experience.
- Demonstrated experience in handling multiple issues in a complex and dynamic work environment.
- Associate's degree or the equivalent combination of education and experience.
Preferred Qualifications
- Experience with meeting scheduling and calendar support in a highly dynamic work environment.
- Strong organizational and planning skills and ability to set priorities.
- Must be highly proficient in the full Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint, Outlook, plus Adobe Acrobat.
- Excellent communication and interpersonal skills.
- Initiative, sound judgment and ability to work independently.
- Ability to strictly maintain confidentiality.
- Excellent attention to detail.
- Commitment to diversity and to serving the needs of a diverse community.
Admin HR Services
Department Contact Phone Number
603-646-3323
Department Contact for Cover Letter and Title
Julie Findley, CAO Campus Services
Department Contact's Phone Number
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
Quick Link
https://searchjobs.dartmouth.edu/postings/72721
Key Accountabilities
Description
Office / Project Support
- Interacts professionally and respectfully with a wide variety of internal constituents (Dartmouth senior leaders, faculty, and staff, students, parents and the community) and external constituents (consultants, contractors, etc.).
- Manages the daily calendars for the Directors in FO&M to ensure the most efficient use of time. Schedules meetings, resolves conflicting demands, and coordinates co-sponsorship of meetings with other offices. Briefs affected personnel on changes in schedules, priorities, or on matters needing their immediate attention.
- Establishes and maintains FO&M's training records, licensing, hearing tests, and other key compliance documents in an electronic filing system. This could include FO&M policies and other central filing needs related to building operations, permitting requirements, etc.
- Orders and tracks employee uniform purchasing and distribution.
- Orders and tracks cell phones and maintains a comprehensive database of numbers and users.
- Provides other miscellaneous administrative support such as assisting staff with travel arrangements; scheduling interviews; scheduling departmental training, and Town Halls; organizing reimbursements for staff and students. Interprets, applies and explains department, division, and College policies and procedures.
- Supports the overall office goal of maintaining a high degree of professionalism and responsiveness to all constituencies. Regularly handles confidential or sensitive information, exercising discretion concerning its handling and disposition.
50
Description
Communication/Coordination
- In collaboration with the Manager of Communications, may help updating FO&M/Residential Operations' websites, ensuring timely posting of information, news, and events, and removal of any extraneous or outdated materials.
- Assists with preparation of various notices and materials, including campus-wide announcements, correspondence, agendas, committee minutes and reports, handouts, and PowerPoint presentations.
- Handles reservation of facility space, arranges necessary A/V and catering services, coordinates schedules and itineraries and oversees actual event.
- Serves as a point of contact for inquiries to Facilities Operations & Management (including Residential Operations). Responds to inquiries or refers to appropriate individual.
30
Description
Administrative Function
- Plans and organizes departmental/divisional functions and employee recognition activities. Manages budgets associated with FO&M functions.
- Develops, implements, and modifies office systems for efficiency.
- Oversees all purchasing for the office and kitchen area.
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.
10
-
--
Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
--
Performs other duties as assigned.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * How did you learn about this employment opportunity?
- Current Dartmouth employee (Please specify full name below)
- Word of mouth
- Mentioned on social, digital, or print media (e.g. LinkedIn feed, VOX, Valley News, listserv)
- jobs@dartmouth.edu email outreach
- Recruiter (Please specify full name or event below)
- abilityJOBS
- Chronicle of Higher Education
- Glassdoor
- Handshake
- HigherEdJobs
- Indeed
- Inside Higher Ed
- LinkedIn's Job Board
- RecruitMilitary
- Dartmouth's Job Board (searchjobs.dartmouth.edu)
- Other (Please specify below)
- If you would like to add more information to your answer, please specify here:
(Open Ended Question)
Required Documents
- Cover Letter
- Resume
