19 days old

Administrative Assistant III

Dartmouth College
Hanover, NH 03755
  • Job Code
    115602952


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 Assistant III

Department
Computer Science

Position Number
1127046

Position Purpose

The Administrative Assistant III will provide administrative support for the Computer Science Department, including coordinating and performing a wide variety of office activities that will increase office efficiency, expedite and support the work of others, and ensure the smooth operation of the office. The Administrative Assistant is responsible for timely, effective communication with departmental staff and constituents, and effectively communicating and supporting the departments' values to foster inclusivity and diversity.



SEIU Level
Not an SEIU Position

FLSA
Non-Exempt

Employment Category
Regular Full Time

Department Contact for Cover Letter
Susan P Cable

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

General Office Support

  • Prepares and maintains department's undergraduate student payroll in KRONOS
  • Coordinates major recurring department activities, including those with related departments, external participants, etc.
  • Issues student building access cards and arranges special access for guests as requested by faculty; orders and picks up keys
  • Opens, sorts and routes incoming mail; receives and sends packages, faxes and notifies faculty
  • Operates office machines, supervises workroom and calls for repairs, supplies and/or services as needed
  • Copies and collates materials and documents as requested
  • Creates and updates mailbox and room tags
  • Processes and submits invoices and financial documents (reimbursements, p-cards, and purchase orders) for processing
  • Maintains inventory and orders kitchen and office supplies as needed
  • Maintains a professional reception area, including the lobby, copy/supply room and kitchenette
  • Coordinates faculty lunches, as well as food for other department events (orientation, undergrad open house, etc.)
  • Makes room reservations within department for students, faculty, and staff via Outlook calendar
  • Coordinates travel logistics for colloquium speakers
  • Delivery and retrieval of documents or items from other campus departments or vendors
  • Works independently being able to change priorities frequently and efficiently
  • Provides back-up to Department Administrator as needed

Communication

  • Serves as the initial point of contact for inquiries to the office. Responds to inquiries and provides information or refers to appropriate individual to address the needs of the inquiry
  • Serves as a source of information on department policies and procedures
  • Distributes flyers, posters, and mass mailings to publicize department activities
  • Drafts and proofreads memos and correspondence for supervisor review
  • Maintains cognizance of working within a diverse community and enhancing diversity and acts appropriately regarding diversity in dealing with others

Information Management

  • Establishes and maintains department files and databases (e.g. student grades,
    enrollment, stipends, tuition, scholarships, department information) to ensure accuracy and accessibility of information.
    Maintains student records in FileMaker database
  • Files department/office documents in accordance with established procedures

Graduate Program

  • Provides administrative support to the Graduate Admissions Committee including providing reports and information as requested
  • Monitors application status for prospective graduate students via third-party web site
  • Generates offer letters, waitlist and rejection letters for graduate applicants
  • Coordinates with faculty to ensure accuracy and accessibility of online graduate admissions materials
  • Maintains and supplies as requested, data on each graduate student's standing, departmental certification, individual faculty evaluations, foreign languages, graduate course records and requirements for M.S. and Ph.D. degrees
  • Helps organize graduate student progress review meetings and supplies information for the committee and student advisors
  • Generates graduate letters of completion for Chair's signature
  • Enters instructor override into Banner for graduate students registering for research credits
  • Gathers and maintains student grades in Banner

Department Recruiting (Faculty Recruiting and Graduate Admissions)

• Coordinates travel logistics for faculty candidates (hotel reservation, updates event calendar, notifies travel office to book airfare, and notifies department regarding talk logistics via email/calendar)

  • Coordinates with Dean's office necessary documentation and decisions

Curriculum

  • Coordinates with Department Administrator each term to populate and maintain Timetable of classes, including courses offered, instructors, preferred times, preferred classrooms
  • Gathers from faculty at end of term student grades and enters into Banner

Performs other duties as assigned.

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

PI115602952

<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 Assistant III<br/><br/><b>Department</b><br/>Computer Science<br/><br/><b>Position Number</b><br/>1127046<br/><br/><b>Position Purpose</b><br/><p>The Administrative Assistant III will provide administrative support for the Computer Science Department, including coordinating and performing a wide variety of office activities that will increase office efficiency, expedite and support the work of others, and ensure the smooth operation of the office. The Administrative Assistant is responsible for timely, effective communication with departmental staff and constituents, and effectively communicating and supporting the departments' values to foster inclusivity and diversity.</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/>Susan P Cable<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>General Office Support</p> <ul> <li>Prepares and maintains department's undergraduate student payroll in KRONOS </li> <li>Coordinates major recurring department activities, including those with related departments, external participants, etc.</li> <li>Issues student building access cards and arranges special access for guests as requested by faculty; orders and picks up keys</li> <li>Opens, sorts and routes incoming mail; receives and sends packages, faxes and notifies faculty</li> <li>Operates office machines, supervises workroom and calls for repairs, supplies and/or services as needed</li> <li>Copies and collates materials and documents as requested</li> <li>Creates and updates mailbox and room tags</li> <li>Processes and submits invoices and financial documents (reimbursements, p-cards, and purchase orders) for processing</li> <li>Maintains inventory and orders kitchen and office supplies as needed</li> <li>Maintains a professional reception area, including the lobby, copy/supply room and kitchenette</li> <li>Coordinates faculty lunches, as well as food for other department events (orientation, undergrad open house, etc.)</li> <li>Makes room reservations within department for students, faculty, and staff via Outlook calendar</li> <li>Coordinates travel logistics for colloquium speakers</li> <li>Delivery and retrieval of documents or items from other campus departments or vendors</li> <li>Works independently being able to change priorities frequently and efficiently</li> <li>Provides back-up to Department Administrator as needed</li> </ul> <p>Communication</p> <ul> <li>Serves as the initial point of contact for inquiries to the office. Responds to inquiries and provides information or refers to appropriate individual to address the needs of the inquiry</li> <li>Serves as a source of information on department policies and procedures</li> <li>Distributes flyers, posters, and mass mailings to publicize department activities</li> <li>Drafts and proofreads memos and correspondence for supervisor review</li> <li>Maintains cognizance of working within a diverse community and enhancing diversity and acts appropriately regarding diversity in dealing with others</li> </ul> <p>Information Management</p> <ul> <li>Establishes and maintains department files and databases (e.g. student grades, <br> enrollment, stipends, tuition, scholarships, department information) to ensure accuracy and accessibility of information.<br> Maintains student records in FileMaker database</li> <li>Files department/office documents in accordance with established procedures</li> </ul> <p>Graduate Program</p> <ul> <li>Provides administrative support to the Graduate Admissions Committee including providing reports and information as requested</li> <li>Monitors application status for prospective graduate students via third-party web site</li> <li>Generates offer letters, waitlist and rejection letters for graduate applicants</li> <li>Coordinates with faculty to ensure accuracy and accessibility of online graduate admissions materials</li> <li>Maintains and supplies as requested, data on each graduate student's standing, departmental certification, individual faculty evaluations, foreign languages, graduate course records and requirements for M.S. and Ph.D. degrees</li> <li>Helps organize graduate student progress review meetings and supplies information for the committee and student advisors</li> <li>Generates graduate letters of completion for Chair's signature</li> <li>Enters instructor override into Banner for graduate students registering for research credits</li> <li>Gathers and maintains student grades in Banner</li> </ul> <p>Department Recruiting (Faculty Recruiting and Graduate Admissions)</p> <p> Coordinates travel logistics for faculty candidates (hotel reservation, updates event calendar, notifies travel office to book airfare, and notifies department regarding talk logistics via email/calendar)</p> <ul> <li>Coordinates with Dean's office necessary documentation and decisions</li> </ul> <p>Curriculum</p> <ul> <li>Coordinates with Department Administrator each term to populate and maintain Timetable of classes, including courses offered, instructors, preferred times, preferred classrooms</li> <li>Gathers from faculty at end of term student grades and enters into Banner</li> </ul> <p>Performs other duties as assigned.</p></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/RDV5jwFEnPerFPbefPQde"> <p>PI115602952</p>

Categories

Posted: 2019-11-19 Expires: 2019-12-20

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Administrative Assistant III

Dartmouth College
Hanover, NH 03755

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