23 days old

Administrative Assistant IV

Dartmouth College
Hanover, NH 03755
  • Job Code
    112382260


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 IV

Department
Norris Cotton Cancer Center

Position Number
1126960

Advertisement Text

Do you enjoy working with others, coordinating activities to increase program efficiency, supporting community education and outreach, and ensuring the smooth operation of a relatively new and expanding program? Norris Cotton Cancer Center is seeking an organized, enthusiastic individual with excellent communication and interpersonal skills to join our Community Education and Prevention (CEP) team. This person will support the CEP (90%), while also providing administrative support (10%) to the Cancer Center's broader Community Outreach and Engagement (COE) initiative. The successful candidate will possess an Associate's or higher educational degree (or the equivalent) and three or more years of office experience. This person must demonstrate sound judgment, an ability to work independently, attention to detail and show good initiative. Strong organizational and planning skills are a must with an ability to set priorities. The successful candidate will also possess the ability to maintain confidentiality and adhere to federal (e.g., HIPAA), institutional, and departmental guidelines is required. An ability to participate at CEP/COE-sponsored events/activities—some of which are outside of ‘normal' business hours—is required. Applicants should have a high proficiency with computer applications such as the Microsoft Office suite. Experience with desktop publishing (e.g., PowerPoint) and publication citation management (e.g, EndNote) software is a plus. Experience with conference or event planning/coordination is also preferred.



Position Purpose

To provide administrative support to the Director of Community Education & Prevention (CEP) and CEP team members and to coordinate activities that will increase program efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the CEP program. Will also provide some administrative support (10%) to the Associate Director for Community Outreach and Engagement (COE) to support the Cancer Center's broader COE initiative, of which the CEP program is a component.



SEIU Level
Not an SEIU Position

FLSA
Non-Exempt

Employment Category
Regular Full Time

Department Contact for Cover Letter
Jenna Schiffelbein, Director, Community Education & Prevention

Special Instructions to Applicants

Monday- Friday 8 AM - 5:00 PM with flexibility to meet Program activities and events that may require working nights and weekends.

This position is located at Dartmouth-Hitchcock Medical Center, which is a Smoke-Free Facility.

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

Calendar Management and General Office Support (30%)

  • Manages, plans, and coordinates the details of complex daily appointment calendars for Director of CEP and team members, as assigned, to ensure the most efficient use of the supervisor's and team members' time. Will also provide calendar support for Associate Director- COE related to COE initiative.
  • Coordinates and schedules a variety of activities to support CEP / COE program functions and meetings.
  • Briefs the supervisor on changes in schedules and priorities or on matters needing the supervisor's personal or immediate attention.
  • Coordinates with other offices and departments to arrange co-sponsorship of events.
  • Maintains and organizes CEP / COE contact lists of stakeholders and RSVP guests, as well as CEP / COE team files
  • Assists with document/presentation formatting and proofreading on a wide variety of materials
    such as correspondence, committee minutes and reports, presentations, publications, handouts, etc., ensuring that
    edits have been addressed, that there is accuracy in references/citations, and that deadlines are met.
  • Responsible for the ordering/printing/scanning/copying of CEP / COE materials.
  • Prepares CEP / COE - related expense reports and assists with expense tracking.
  • Orients new staff and visitors to the office and the community.
  • Supports the office's mission to foster inclusiveness and diversity.
  • Interprets, applies, and explains office, department, and College policies and procedures.

CEP / COE Research and Activity Support (30%)

  • Provides off-site support for CEP / COE research, outreach, and engagement initiatives as directed by supervisor.
  • Coordinates with NCCC Communications Director, graphic designers, and others as they create promotional materials for activities and events related to CEP / COE activities.
  • Assists with administrative and logistical aspects related to events/activities, (e.g., registration/attendee tracking, identifying/ procuring venues, purchasing/preparing materials and supplies).
  • Assists with surveys, data entry, and other administrative functions to support research and activities.
  • Develops and maintains a database to track CEP / COE activities; regularly checks-in with CEP / COE team members and NCCC Program Leaders to identify activities to track.
  • Meets regularly with supervisor to identify additional upcoming outreach, engagement, and research activity support needed.
  • Provides administrative support for CEP / COE grant application and management, as directed by supervisor, including assistance with gathering letters of support and supporting documentation for grant applications, in tracking deadlines, in gathering information needed for grant reporting, and other administrative functions.
  • Assists with identifying published literature of significance to the CEP / COE research, outreach, and engagement activities.

Committee/Meeting Support (25%)

  • Coordinates administrative and logistical components of all CEP / COE meetings, including availability of meeting invitees, scheduling, food/beverage, and venues.
  • Checks on competing meetings, conferences, and events, to lessen time/scheduling conflicts.
  • Frequently updates schedules and plans on upcoming meetings.
  • Coordinates travel arrangements for CEP and COE -related meetings and conferences.
  • Attends and participates in various meetings as requested by the supervisor.
  • Gathers information for CEP / COE meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting.
  • Takes minutes of the meeting, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information

Communication/Coordination Support (15%)

  • Communicates respectfully with a diverse community.
  • Interacts regularly with a wide range of faculty, staff, and internal or external constituents; making appointments, effectively redirecting as needed, and conveying information on behalf of the supervisor.
  • Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
  • Interprets, applies and explains office, department, College and CPE / COE program policies and procedures.
  • Drafts and proofreads memos and correspondence for supervisor review and signature or personally responds to inquiries on procedural matters according to approved guidelines.
  • Sends out internal and external announcements and coordinates mailings.
  • Monitors and assists with maintenance of CEP / COE webpage(s)
  • Monitors CEP / COE initiative email account(s)
-- Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. -- Performs other duties as assigned.

PI112382260

<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 IV<br/><br/><b>Department</b><br/>Norris Cotton Cancer Center<br/><br/><b>Position Number</b><br/>1126960<br/><br/><b>Advertisement Text</b><br/><p>Do you enjoy working with others, coordinating activities to increase program efficiency, supporting community education and outreach, and ensuring the smooth operation of a relatively new and expanding program? Norris Cotton Cancer Center is seeking an organized, enthusiastic individual with excellent communication and interpersonal skills to join our Community Education and Prevention (CEP) team. This person will support the CEP (90%), while also providing administrative support (10%) to the Cancer Center's broader Community Outreach and Engagement (COE) initiative. The successful candidate will possess an Associate's or higher educational degree (or the equivalent) and three or more years of office experience. This person must demonstrate sound judgment, an ability to work independently, attention to detail and show good initiative. Strong organizational and planning skills are a must with an ability to set priorities. The successful candidate will also possess the ability to maintain confidentiality and adhere to federal (e.g., HIPAA), institutional, and departmental guidelines is required. An ability to participate at CEP/COE-sponsored events/activitiessome of which are outside of normal' business hoursis required. Applicants should have a high proficiency with computer applications such as the Microsoft Office suite. Experience with desktop publishing (e.g., PowerPoint) and publication citation management (e.g, EndNote) software is a plus. Experience with conference or event planning/coordination is also preferred.</p><br/><br/><b>Position Purpose</b><br/><p>To provide administrative support to the Director of Community Education & Prevention (CEP) and CEP team members and to coordinate activities that will increase program efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the CEP program. Will also provide some administrative support (10%) to the Associate Director for Community Outreach and Engagement (COE) to support the Cancer Center's broader COE initiative, of which the CEP program is a component.</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/>Jenna Schiffelbein, Director, Community Education & Prevention<br/><br/><b>Special Instructions to Applicants</b><br/><p>Monday- Friday 8 AM - 5:00 PM with flexibility to meet Program activities and events that may require working nights and weekends.</p> <p>This position is located at Dartmouth-Hitchcock Medical Center, which is a Smoke-Free Facility.</p> <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>Calendar Management and General Office Support (30%)</p> <ul> <li>Manages, plans, and coordinates the details of complex daily appointment calendars for Director of CEP and team members, as assigned, to ensure the most efficient use of the supervisor's and team members' time. Will also provide calendar support for Associate Director- COE related to COE initiative.</li> <li>Coordinates and schedules a variety of activities to support CEP / COE program functions and meetings.</li> <li>Briefs the supervisor on changes in schedules and priorities or on matters needing the supervisor's personal or immediate attention.</li> <li>Coordinates with other offices and departments to arrange co-sponsorship of events.</li> <li>Maintains and organizes CEP / COE contact lists of stakeholders and RSVP guests, as well as CEP / COE team files</li> <li>Assists with document/presentation formatting and proofreading on a wide variety of materials <br> such as correspondence, committee minutes and reports, presentations, publications, handouts, etc., ensuring that <br> edits have been addressed, that there is accuracy in references/citations, and that deadlines are met.</li> <li>Responsible for the ordering/printing/scanning/copying of CEP / COE materials.</li> <li>Prepares CEP / COE - related expense reports and assists with expense tracking.</li> <li>Orients new staff and visitors to the office and the community.</li> <li>Supports the office's mission to foster inclusiveness and diversity.</li> <li>Interprets, applies, and explains office, department, and College policies and procedures.</li> </ul> <p> CEP / COE Research and Activity Support (30%)</p> <ul> <li>Provides off-site support for CEP / COE research, outreach, and engagement initiatives as directed by supervisor.</li> <li>Coordinates with NCCC Communications Director, graphic designers, and others as they create promotional materials for activities and events related to CEP / COE activities.</li> <li>Assists with administrative and logistical aspects related to events/activities, (e.g., registration/attendee tracking, identifying/ procuring venues, purchasing/preparing materials and supplies).</li> <li>Assists with surveys, data entry, and other administrative functions to support research and activities.</li> <li>Develops and maintains a database to track CEP / COE activities; regularly checks-in with CEP / COE team members and NCCC Program Leaders to identify activities to track.</li> <li>Meets regularly with supervisor to identify additional upcoming outreach, engagement, and research activity support needed.</li> <li>Provides administrative support for CEP / COE grant application and management, as directed by supervisor, including assistance with gathering letters of support and supporting documentation for grant applications, in tracking deadlines, in gathering information needed for grant reporting, and other administrative functions.</li> <li>Assists with identifying published literature of significance to the CEP / COE research, outreach, and engagement activities.</li> </ul> <p>Committee/Meeting Support (25%)</p> <ul> <li>Coordinates administrative and logistical components of all CEP / COE meetings, including availability of meeting invitees, scheduling, food/beverage, and venues.</li> <li>Checks on competing meetings, conferences, and events, to lessen time/scheduling conflicts.</li> <li>Frequently updates schedules and plans on upcoming meetings.</li> <li>Coordinates travel arrangements for CEP and COE -related meetings and conferences.</li> <li>Attends and participates in various meetings as requested by the supervisor.</li> <li>Gathers information for CEP / COE meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting.</li> <li>Takes minutes of the meeting, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information</li> </ul> <p>Communication/Coordination Support (15%)</p> <ul> <li>Communicates respectfully with a diverse community.</li> <li>Interacts regularly with a wide range of faculty, staff, and internal or external constituents; making appointments, effectively redirecting as needed, and conveying information on behalf of the supervisor.</li> <li>Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.</li> <li>Interprets, applies and explains office, department, College and CPE / COE program policies and procedures.</li> <li>Drafts and proofreads memos and correspondence for supervisor review and signature or personally responds to inquiries on procedural matters according to approved guidelines.</li> <li>Sends out internal and external announcements and coordinates mailings.</li> <li>Monitors and assists with maintenance of CEP / COE webpage(s)</li> <li>Monitors CEP / COE initiative email account(s)</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/aQNnr4uGnEjEF1Qph8jDZ"> <p>PI112382260</p>

Categories

Posted: 2019-07-30 Expires: 2019-08-30

Before you go...

Our free job seeker tools include alerts for new jobs, saving your favorites, optimized job matching, and more! Just enter your email below.

Share this job:

Administrative Assistant IV

Dartmouth College
Hanover, NH 03755

Join us to start saving your Favorite Jobs!

Sign In Create Account
Powered ByCareerCast