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.
Skills & Knowledge
Excellent verbal and written communication and interpersonal skills.
Strong planning and organizational skills.
Knowledge of financial and budget principles and procedures.
Ability to acquire new technical skills and implement new procedures.
Attention to detail and accuracy.
Ability to work independently and as a team member.
Ability to maintain confidentiality and security.
Two to four years of administrative, financial or academic experience in a highly autonomous setting.
Bachelor’s degree preferred or the equivalent combination of education and experience.
Regular Full Time
Department Contact for Cover Letter
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.
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; event planning.
Interprets and applies college wide policies, ensuring department adherence.
With chair, may develop and implement 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, college committees, other departments and programs, students and staff.
Provides updates to the ORC , Prospectus, timetables, elective circulars, classroom scheduling and final exams, Senior Honors.
Provides notification/listings to events calendar, First-Year Book, Event Flyers and Commencement Program.
Completes Federal Compliance Government Space Survey every three years to assist OSP with F&A proposal.
Purchases supplies and equipment.
In conjunction with the chair, develops the department budget within parameters set by DOF Fiscal Office including operating 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.
Oversees electronic purchase orders, journal transfers, requests for reimbursements and forms for disposition of prizes, awards and research stipends.
Acts as the Fixed Assets controller.
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.
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.
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.
In collaboration with the Chair, creates teaching schedules.
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, FSP brochure and commencement program.
In conjunction with the web designer and with faculty input, maintains and updates the department web page.
Supports the department/program mission and values. Acts appropriately in dealing with others and supports the institution’s commitment to diversity.
In conjunction with the Administrative Assistant, coordinates/implements the following types of events: department meetings, lectures, workshops, conferences, faculty, guest speakers, student presentations, open houses, social gatherings and seminars. Serves as alumni coordinator for functions.
Responsible for the advertising/public relations, invitations, room, equipment, food and expense management for department/program events.
Adhering to institutional policies and procedures, maintains a comprehensive array of manual and electronic records such as inventories, budgets, majors/minors records, student information and personnel files.
As appropriate, determines retention and disposition for specific information not otherwise covered by institutional policies.
Maintains the historic records of Sanborn House and Sanborn Library.
Hires, trains and supervises 1 Administrative Assistant as well as student employees. Assigns daily work and provides feedback on performance.
As necessary creates payroll authorizations.
Reviews and approves timesheets, and monitors personal, sick and disability leaves of absence.
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