Administrative Assistant

Dartmouth College

remote work

United States, New Hampshire, Hanover

7 Lebanon Street (Show on map)

Mar 18, 2025

Position Information

Posting date	03/18/2025
Closing date
Open Until Filled	Yes
Position Number	1129252
Position Title	Administrative Assistant
Hiring Range Minimum	$25.00/hr
Hiring Range Maximum	$30.58/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.	NA
Is this a grant funded position?	No
Position Purpose	The Administrative Assistant for the Dartmouth Center for Career Design provides essential operational and executive support to ensure the smooth functioning of the office. This position provides executive and operational support, managing schedules, meetings, correspondence, and daily administrative workflows for the Executive Director and leadership team. It also oversees budget tracking, expense processing, and financial transactions, ensuring accuracy and compliance with institutional policies. In addition, the Administrative Assistant handles office coordination, communicates with vendors, and maintains organized records and confidential files. By managing these essential functions, this role helps the Executive Director and staff focus on strategic initiatives that support student career development and engagement.
Description
Required Qualifications - Education and Yrs Exp	Associates or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities	Associate's degree and three years of relevant administrative experience, or an equivalent combination of education and experience. Experience managing calendars, scheduling meetings, and coordinating office operations in a professional setting. Proficiency with office software, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and familiarity with budget tracking or financial systems. Strong organizational and time-management skills, with the ability to balance multiple priorities and meet deadlines. Excellent verbal and written communication skills, with the ability to draft professional correspondence and interact effectively with internal and external stakeholders. Ability to maintain confidentiality and handle sensitive information with discretion. Strong problem-solving skills with the ability to work independently and collaboratively.
Preferred Qualifications	Bachelor's degree in business administration, communications, higher education, or a related field. Five or more years of administrative experience, including executive calendar management and high-level meeting coordination, preferably in higher education, career services, or a nonprofit setting. Experience with budget management, financial tracking, and institutional purchasing processes. Knowledge of student career development, higher education operations, or workforce development trends. Experience handling confidential information and working with data security protocols. Strong ability to problem-solve, prioritize tasks, and work independently in a fast-paced environment.
Department Contact for Recruitment Inquiries	Kyle Hastbacka
Department Contact Phone Number	kyle.m.hastbacka@dartmouth.edu
Department Contact for Cover Letter and Title	Joseph Catrino, Executive Director of the Dartmouth Center for Career Design,
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/78170

Key Accountabilities

Description	Executive Support & Office Administration - Manages executive scheduling and communications for the Executive Director and leadership team. Oversees calendar management, schedules meetings, and handles correspondence. Ensures efficient daily operations, including appointment scheduling, space management, and workflow organization.
Percentage Of Time	50

Description	Financial & Operational Oversight - Tracks expenses, processes invoices, and reconciles purchasing requests. Assists with budget monitoring and financial reporting. Oversees office supply ordering and liaises with vendors to ensure operational needs are met.
Percentage Of Time	25

Description	Reporting, Presentations & Record Management - Compiles data and drafts reports for leadership meetings and institutional reporting. Creates presentations and other materials as needed. Maintains and organizes records, databases, and confidential files in compliance with institutional policies.
Percentage Of Time	25

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