30 days old

Administrative Coordinator

Dartmouth College
Hanover, NH 03755
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  • Job Code
    113017537


Dartmouth College



Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.

Position Information

Position Title
Administrative Coordinator

Department
Thayer School of Engineering

Position Number
1126955

Position Purpose

A member of the Deanery at Thayer, the Administrative Coordinator plans and coordinates meeting logistics, communications, administrative processes and support services for Thayer School's Board of Advisors; plans and coordinates schedules for guest speakers and other visiting dignitaries; plans and oversees arrangements for School-wide special events; and collects, organizes and manages information from across the School in support of the Deans' activities. Provides high level administrative assistance to the Assistant Dean for Administration and provides back up support to the Dean's Office in order to ensure the effective and efficient operations of the School.



SEIU Level
Not an SEIU Position

FLSA
Non-Exempt

Employment Category
Regular Full Time

Department Contact for Cover Letter
Margaret DeLucia

Special Instructions to Applicants

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, 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.



Key Accountabilities

Key Accountabilities

Board of Advisors (35%)
Primary Point of Contact and Scheduler

  • Serves as first point of contact for Advisors and their executive assistants on meeting schedule, logistics and materials.
  • Communicates with presenters and meeting participants to schedule sessions and gather background information for the meeting; monitors deadlines and follows up on details and gaps in information to ensure proper logistics and the timely and accurate dissemination of information.
  • Coordinates on-boarding schedule for new members.

Event Planning

  • Coordinates logistics for on- and offsite board meetings, including hotel accommodations, meeting space and set ups, catering, IT/AV equipment, ground transportation, etc.
  • Participates in planning meetings to facilitate planning and coordination across deparments and encourage collaboration.
  • Attends social events of the board and oversees on-site arrangements.
  • Coordinates travel arrangements for Dean's leadership in attendance (Dean, CFAO , Asst. Dean, etc).
  • Monitors board related expenses and prepares summary of expenses.
    Website, Portal and Database Maintenance
  • Maintains and updates board's secure web portal/app, BoardEffect; develops and distributes informational materials, and archives confidential records prior to and after meetings and special events while being attentive to the need to search on key words.
  • Trains users and provides first line user support to board members, their executive assistants, and Dartmouth and Thayer staff on BoardEffect.
  • Stays abreast of updates to BoardEffect; attends annual users' conference.
  • Maintains and updates the Board of Advisors website and a database of current and past members.
  • Uses independent judgement to routinely respond to requests for information by phone and email, replying for the Dean and Assistant Dean as necessary, and involving others as required.

Project coordination and event planning (30%)

  • Works collaboratively with other offices to plan and coordinate selected School-wide events and visits for external guests
  • Coordinates weekly Jones Seminar series.
  • Assists with researching and tracking potential guest speakers for signature Thayer events; drafts bios; maintains database of potential speakers.
  • Reviews and responds to requests for the use of the common spaces at Thayer School; explains policies and logistics to user groups and support services (custodial, IT, security, parking, etc.); ensures all requests are processed in a timely fashion; shares and tracks key.
  • Supports the Assistant Dean on new initiatives and special projects.
  • Evaluates project effectiveness and recommends changes.

Information management (20%)

  • Proactively seeks information from Thayer faculty and departments to help assess, report and exhibit progress.
  • Gathers background information and helps prepare key dean's office documents, e.g. the three-year program and budget plan, diversity plan, board chair's annual report; follows through on information gaps and discrepancies as needed.
  • Contacts students and others in the Thayer community to identify potential inventors, founders, and project sponsors in order to track patents, patent applications and startups coming out of Thayer School.
  • Researches patents and patent applications and their progress using the USPTO , WIPO , and Google Patents; resolves discrepancies; classifies and reports on information using Faculty 180.
  • Procures and organizes information for Thayer exhibits, e.g. Wall of Inventions and plasma display.

General office support (15%)

  • Serves as the primary administrative support for the Assistant Dean and as back up support for the Dean's Executive Assistant and the Administrative Assistant to the Associate Deans.
  • Interacts and solves problems with a wide range of internal and external constituents, including faculty, students, staff, alumni, and board members; shares information on behalf of senior administrators as appropriate.
  • Schedules meetings and appointments and directs individuals to the appropriate person or office.
  • Oversees inventory of Thayer swag.
  • Interprets, applies and explains Thayer School policies and procedures.
  • Supports the Office's mission to foster inclusiveness and diversity.
  • Appropriately handles confidential and sensitive information.
  • Develops, implements, and modifies office systems and administrative policies and procedures in coordination with Dean's Office and Advancement colleagues.
-- Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. -- Performs other duties as assigned.

PI113017537

<br/><br/><b>Dartmouth College</b><br/><br/><br/><br/>Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.<br/><br/><b>Position Information</b><br/><br/><b>Position Title</b><br/>Administrative Coordinator<br/><br/><b>Department</b><br/>Thayer School of Engineering<br/><br/><b>Position Number</b><br/>1126955<br/><br/><b>Position Purpose</b><br/><p>A member of the Deanery at Thayer, the Administrative Coordinator plans and coordinates meeting logistics, communications, administrative processes and support services for Thayer School's Board of Advisors; plans and coordinates schedules for guest speakers and other visiting dignitaries; plans and oversees arrangements for School-wide special events; and collects, organizes and manages information from across the School in support of the Deans' activities. Provides high level administrative assistance to the Assistant Dean for Administration and provides back up support to the Dean's Office in order to ensure the effective and efficient operations of the School.</p><br/><br/><b>SEIU Level</b><br/>Not an SEIU Position<br/><br/><b>FLSA</b><br/>Non-Exempt<br/><br/><b>Employment Category</b><br/>Regular Full Time<br/><br/><b>Department Contact for Cover Letter</b><br/>Margaret DeLucia<br/><br/><b>Special Instructions to Applicants</b><br/><p>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, 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.</p><br/><br/><b>Key Accountabilities</b><br/><p></p> <tr> <th>Key Accountabilities</th> <td><p>Board of Advisors (35%)<br> Primary Point of Contact and Scheduler</p> <ul> <li>Serves as first point of contact for Advisors and their executive assistants on meeting schedule, logistics and materials.</li> <li>Communicates with presenters and meeting participants to schedule sessions and gather background information for the meeting; monitors deadlines and follows up on details and gaps in information to ensure proper logistics and the timely and accurate dissemination of information.</li> <li>Coordinates on-boarding schedule for new members.</li> </ul> <p>Event Planning</p> <ul> <li>Coordinates logistics for on- and offsite board meetings, including hotel accommodations, meeting space and set ups, catering, IT/AV equipment, ground transportation, etc.</li> <li>Participates in planning meetings to facilitate planning and coordination across deparments and encourage collaboration.</li> <li>Attends social events of the board and oversees on-site arrangements.</li> <li>Coordinates travel arrangements for Dean's leadership in attendance (Dean, CFAO , Asst. Dean, etc).</li> <li>Monitors board related expenses and prepares summary of expenses.<br> Website, Portal and Database Maintenance</li> <li>Maintains and updates board's secure web portal/app, BoardEffect; develops and distributes informational materials, and archives confidential records prior to and after meetings and special events while being attentive to the need to search on key words.</li> <li>Trains users and provides first line user support to board members, their executive assistants, and Dartmouth and Thayer staff on BoardEffect.</li> <li>Stays abreast of updates to BoardEffect; attends annual users' conference.</li> <li>Maintains and updates the Board of Advisors website and a database of current and past members.</li> <li>Uses independent judgement to routinely respond to requests for information by phone and email, replying for the Dean and Assistant Dean as necessary, and involving others as required.</li> </ul> <p>Project coordination and event planning (30%)</p> <ul> <li>Works collaboratively with other offices to plan and coordinate selected School-wide events and visits for external guests</li> <li>Coordinates weekly Jones Seminar series.</li> <li>Assists with researching and tracking potential guest speakers for signature Thayer events; drafts bios; maintains database of potential speakers.</li> <li>Reviews and responds to requests for the use of the common spaces at Thayer School; explains policies and logistics to user groups and support services (custodial, IT, security, parking, etc.); ensures all requests are processed in a timely fashion; shares and tracks key.</li> <li>Supports the Assistant Dean on new initiatives and special projects.</li> <li>Evaluates project effectiveness and recommends changes.</li> </ul> <p>Information management (20%)</p> <ul> <li>Proactively seeks information from Thayer faculty and departments to help assess, report and exhibit progress.</li> <li>Gathers background information and helps prepare key dean's office documents, e.g. the three-year program and budget plan, diversity plan, board chair's annual report; follows through on information gaps and discrepancies as needed.</li> <li>Contacts students and others in the Thayer community to identify potential inventors, founders, and project sponsors in order to track patents, patent applications and startups coming out of Thayer School.</li> <li>Researches patents and patent applications and their progress using the USPTO , WIPO , and Google Patents; resolves discrepancies; classifies and reports on information using Faculty 180.</li> <li>Procures and organizes information for Thayer exhibits, e.g. Wall of Inventions and plasma display.</li> </ul> <p>General office support (15%)</p> <ul> <li>Serves as the primary administrative support for the Assistant Dean and as back up support for the Dean's Executive Assistant and the Administrative Assistant to the Associate Deans.</li> <li>Interacts and solves problems with a wide range of internal and external constituents, including faculty, students, staff, alumni, and board members; shares information on behalf of senior administrators as appropriate.</li> <li>Schedules meetings and appointments and directs individuals to the appropriate person or office.</li> <li>Oversees inventory of Thayer swag.</li> <li>Interprets, applies and explains Thayer School policies and procedures.</li> <li>Supports the Office's mission to foster inclusiveness and diversity.</li> <li>Appropriately handles confidential and sensitive information.</li> <li>Develops, implements, and modifies office systems and administrative policies and procedures in coordination with Dean's Office and Advancement colleagues.</li> </ul></td> </tr> <tr> <th>--</th> <td>Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.</td> </tr> <tr> <th>--</th> <td>Performs other duties as assigned.</td> </tr> <img src="https://analytics.click2apply.net/v/j7nOkehNzMnaIRZ6ulNYb"> <p>PI113017537</p>
Posted: 2019-08-22 Expires: 2019-09-23

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Administrative Coordinator

Dartmouth College
Hanover, NH 03755

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