Position Information
| Posting date |
01/31/2025 |
| Closing date |
|
| Open Until Filled |
Yes |
| Position Number |
0077500 |
| Position Title |
Arts & Sciences Department Administrator |
| Department this Position Reports to |
PBS |
| Hiring Range Minimum |
Inquire Within |
| Hiring Range Maximum |
Inquire Within |
| Union Type |
Not a Union Position |
| SEIU Level |
Not an SEIU Position |
| FLSA Status |
Exempt |
| Employment Category |
Regular Full Time |
| Scheduled Months per Year |
12 |
| Scheduled Hours per Week |
40 |
| Schedule |
|
| Location of Position |
Hanover, NH |
| Remote Work Eligibility? |
Onsite only |
| Is this a term position? |
No |
| If yes, length of term in months. |
|
| Is this a grant funded position? |
No |
| 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. |
| Description |
|
| Required Qualifications - Education and Yrs Exp |
Bachelors or equivalent combination of education and experience |
| Required Qualifications - Skills, Knowledge and Abilities |
- 3 years of administrative, financial or academic experience.
- 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.
|
| Preferred Qualifications |
- 6 years of administrative, financial or academic experience in a highly autonomous setting.
|
| Department Contact for Recruitment Inquiries |
Peter Tse and Elizabeth Ritter |
| Department Contact Phone Number |
603-646-4014 |
| Department Contact for Cover Letter and Title |
Peter Tse, Department Chair |
| Department Contact's Phone Number |
603-646-4014 |
| Equal Opportunity Employer |
Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged. |
| Background Check |
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, conduct review, 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. |
| Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job? |
Not an essential function |
| Special Instructions to Applicants |
Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy.
https://policies.dartmouth.edu/policy/tobacco-free-policy
|
| Additional Instructions |
|
| Quick Link |
https://searchjobs.dartmouth.edu/postings/77440 |
Key Accountabilities
| Description |
Administration
- Oversees and coordinates administrative functions and activities of the department that includes both Masters and Ph.D. graduate programs, 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, develops and implements department policies and procedures, communicating such to faculty, staff, students and visitors.
- Cultivates collaborative, effective business relationships across campus. 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.
- Coordinates and manages updates to the ORC, Prospectus, timetables, elective circulars, classroom scheduling and final exams, Senior Honors.
- Provides notification/listings to events calendar, centralized student communications, commencement program, and other communication venues.
- Completes Federal Compliance Government Space Survey every three years to assist OSP with F&A proposal.
- Responsible for all departmental purchases on two accounts including obtaining quotes, providing purchasing comparables on new purchasing system. Authorizes large purchases for the department.
- Manages the department building facilities requirements, coordinating with FO&M for upkeep, repair and renovations as necessary. Provides on-site day to day coordination for departmental renovation projects, addressing issues as they arise.
- Acts as the Hiring Manager for the Department, providing guidance and advice to faculty on the creation of position descriptions, budget parameters, benefits, and other hiring issues. Coordinates with HR and the ASFC on the hiring process.
|
| Percentage Of Time |
25% |
| Description |
Financial/Budget Management
- 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.
- Responsible for T&E's, colloquia/events journal transfers, requests for reimbursements and forms for disposition of prizes, awards and grad student stipends.
- Oversees and approves all purchasing on over a dozen accounts for the department.
- Acts as the Fixed Assets controller.
- Understands and applies knowledge of purchasing matrix, 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.
|
| Percentage Of Time |
15% |
| Description |
Faculty and Graduate Studies Program Support
- 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, reappointments 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 as well as all other employees in the department.
- Advises and supports faculty/chairs on start-up, Burke and faculty reserve budget accounts, including use of chart strings.
- Oversees each term the funding for graduate students through stipends/grants, etc. ensuring compliance with funding source conditions. Troubleshoots any payroll, insurance or fiscal issues that arise related to graduate students.
- Oversees the monitoring and documentation of both Masters and Ph.D. graduate student progress and the reporting of such.
- Assists the chair in the preparation of course and teaching schedules.
|
| Percentage Of Time |
20% |
| Description |
Communication
- 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. Advises students with information regarding requirements for honors thesis projects and independent study.
- Prepares and submits to the Registrar timetables, elective circular information, classroom scheduling and final exam room requests.
- Maintains and updates the department web page.
- In conjunction with the A&S Development Office, coordinates stewardship efforts including correspondence with PBS donors. Updates information on prizes and awards; provides information to the Development Office.
- Supports the department/program mission and values. Acts appropriately in dealing with others and supports the institution's commitment to diversity.
|
| Percentage Of Time |
10% |
| Description |
Event Coordination
- 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. Serves as alumni coordinator for functions.
- Responsible for the advertising/public relations, invitations, room, equipment, food and expense management for department/program events.
|
| Percentage Of Time |
10% |
| Description |
Information Management
- Adhering to institutional policies and procedures, maintains a comprehensive array of manual and electronic records such as inventories, budgets, major/minors records, student information and personnel files.
- As appropriate, determines retention and disposition for specific information not otherwise covered by institutional policies.
|
| Percentage Of Time |
10% |
| Description |
Staff Development
- Hires, trains and supervises 2 administrative assistants and 1 financial assistant. Assigns daily work and monitors progress. Prepares and delivers performance evaluation and recommends annual increase.
- As necessary creates payroll authorizations for entire department and acts as point person for payroll issues.
- Reviews and approves timesheets (both staff and students). Monitors and advises staff on personal, sick and disability leaves of absence.
- Works with Student Employment Office to create job net numbers.
|
| Percentage Of Time |
10% |
-
| -- |
Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. |
| -- |
Performs other duties as assigned |
|
Dartmouth College
remote work
Jan 31, 2025