21 days old

Arts & Sciences Department Administrator

Dartmouth College
Hanover, NH 03755
  • Job Code

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
Arts & Sciences Department Administrator

Physics & Astronomy

Position Number

Position Purpose

To manage, oversee and coordinate all administrative functions of the department, including prioritization of multiple activities. To advise and support the Chair and faculty on departmental administrative matters, ensuring efficient, accurate and timely operations and sound fiscal management.

SEIU Level
Not an SEIU Position


Employment Category
Regular Full Time

Department Contact for Cover Letter
Kristina Lynch

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

Administration 20%

  • Manages, oversees and coordinates administrative functions and activities of the department including establishing internal deadlines and priorities to meet external ones. Examples include course related deadlines for registrar, Dean of Faculty, Divisional Council, college committees and COI ; financial deadlines with payroll, accounts payable, P-Card transactions/reconciliations for multiple cardholders; event planning.
  • Interprets and applies college wide policies, ensuring department adherence.
  • With chair, develops and implements department policies and procedures, communicating such to faculty, staff, students and visitors.
  • Serves as liaison between the chairs and department faculty, college administrative offices such as the Registrar, Dean of Faculty office, Office of Graduate Studies, college committees, other departments and programs, students and staff.
  • Provides updates and/or revises the ORC , Prospectus, timetables, elective circulars, classroom scheduling and final exams, Senior Honors, recruiting pamphlets, Department Graduate Student Handbook.

Financial/Budget Management 20%

  • In conjunction with the chair, develops the department budget within parameters set by DOF Fiscal Office including operating and reserve accounts and endowments.
  • Develops and prepares budget reports and financial projections for the department.
  • Monitors and reconciles all accounts and advises Chair on financial issues.
  • Initiates electronic purchase orders, journal transfers, requests for reimbursements and forms for disposition of prizes, awards and research stipends.
  • Understands and applies knowledge of purchasing matrix, OASIS , Oracle and Banner systems.
  • Accountable to DOF Fiscal Office in matters related to current year budget and spending, P-card transactions/reconciliation, and adherence to college policy.

Faculty Support 20%

  • Coordinates and organizes faculty searches, including advising search chairs and faculty on recruitment policies. Places advertisements in national journals and websites and responds to all applicant inquiries.
  • Arranges candidates' visits to include seminars, meetings with faculty and students and travel arrangements.
  • Assists the Chairs in faculty appointment process and assures compliance with guidelines. Monitors for timeliness visiting and research faculty appointments, re-appointments and promotions, initiating appropriate action.
  • Processes confidential information including material on promotion/tenure review, hiring and personnel matters and course evaluations. Maintains personnel files for each faculty member.
  • Advises and supports faculty/chairs on start-up, Burke and faculty reserve budget accounts, including use of chart strings.
  • Assists Chair in making faculty teaching assignments; monitors FTE allotments and equitable distribution of teaching loads among faculty. With Chair, attends annual meeting with Deans to negotiate proposed assignments.

Communication 10%

  • Serves as the primary point of contact representing the department to the institution and external constituencies, including students, visitors and community members. Responds to inquiries and provides information regarding the department, its mission, policies and course offerings.
  • Monitors the academic progress of all majors and minors, communicating regularly with students about their programs and reminding them of academic and departmental requirements and deadlines.
  • Provides students with information regarding requirements for honors thesis projects and independent study.
  • Edits and distributes written material including department newsletter, first-year letter, letters of recommendation, ORC , elective circular, prospectus, blitzmail bulletins and commencement program.
  • Provides updates to the department web page.
  • In conjunction with the A&S Development Office, coordinates stewardship efforts including correspondence with physics and astronomy donors. Updates information on prizes and awards; provides information to the Development Office.

Event Coordination 5%

  • Responsible for the coordination/implementation of the following types of events: department meetings, lectures, workshops, conferences, faculty, guest speakers, student presentations, open houses, social gatherings and seminars.
  • Responsible for the advertising/public relations, invitations, room, equipment, food and expense management for department/program events.

Information Management 5%

  • Adhering to institutional policies and procedures, maintains a comprehensive array of manual and electronic records such as inventories, budgets, undergraduate majors/minors records, graduate student records, student information and personnel files.
  • As appropriate, determines retention and disposition for specific information not otherwise covered by institutional policies.

Data Collection and Reporting 5%

  • Collects and reports data annually to the American Institute of Physics and National Science Foundation.
  • Prepares Graduate Committee Chair for, and participates in, annual meeting with Dean of Graduate Studies. Collects and compiles data to create projections for graduate student stipend support.

Graduate Program 10%

  • Designs annual day-long orientation for incoming graduate students.
  • Initiates annual payroll authorizations.
  • Monitors progress of all students, tracking benchmarks and notifying the Graduate Committee of needed action.
  • Communicates regularly with students and faculty about programs, reminding them of academic and departmental requirements and deadlines.
  • Monitors Dartmouth Fellowship allocation, alerting faculty to required adjustments.
  • Coordinates DOE GAANN (Graduate Assistance in Areas of National Needs) stipend award.

Staff Development 5%

  • Hires, trains and supervises one administrative assistant.
  • Acts as hiring manager for DORR .
  • Generates payroll authorizations as appropriate.

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



Posted: 2020-07-25 Expires: 2020-08-25

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Arts & Sciences Department Administrator

Dartmouth College
Hanover, NH 03755

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