Administrative Assistant III

Position Purpose

To coordinate and perform a wide variety of department/program activities that will increase department/program efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the department/program.

Description

Join Dartmouth College's Department of Asian Societies, Cultures & Languages as an Administrative Assistant III for a steady, 20-hour/week position perfect for professionals seeking work-life balance. Work in an exciting multicultural environment where multiple languages are spoken daily while supporting faculty in teaching and students in learning. This role offers flexible scheduling (set on a term-by-term basis), professional development training, a volunteer day, a paid winter break and Dartmouth benefits-plus, it's a fantastic steppingstone for other opportunities at Dartmouth!

Event Planning

• Coordinates the scheduling of curricular and extracurricular events for the department.
• Reserves venues on and around campus.
• Creates and distributes marketing materials for guest lectures, year-end prize events, and open houses.
• Orders and coordinates payment for catering at open houses, department meetings, guest lectures prize events.
• Makes arrangements for visitor travel and lodging.
• Works in person at select events doing setup and cleanup and tech support.

Percentage Of Time: 30%

Communication

• Serves as primary point of contact representing the department/program to the institution and external constituencies.
• Responds to inquiries from alumni, undergraduates, and prospective students.
• In the absence of the department/program administrator, records minutes, and prepares documents for Chair review and distribution.
• Coordinates a wide range of department publicity and communications; advertises academic prizes, colloquia and workshops, and Honors Program Events; posts electronically events and resources of interest to department majors and minors.
• Designs and maintains hallway display cases and departmental brochures.
• Maintains cognizance of working within a diverse community and enhancing diversity and acts appropriately regarding diversity in dealing with others.

Percentage Of Time: 20%

Financial Transactions

• Manages student hiring and biweekly student payroll.
• Collects and submits needed information to pay guest lecturers their honoraria.
• Prepares and submits reimbursements of travel expenses for visitors.
• Prepares and submits routine reimbursements for employees.
• Submits requests to transfer funds for co-sponsored events.

Percentage Of Time: 35%

General Office Support

• Coordinates a variety of activities to support department functions.
• Monitors and orders department supplies.
• Troubleshoots and orders service of department and building equipment (photocopies and conference room technology).
• May supervise student interns and student office assistants.

Percentage Of Time: 10%

Schedule Coordination

• Maintains multiple schedules such as those for department/program events, room utilization, academic term schedules, Honor Thesis activities and colloquia or workshops.
• Coordinates major recurring department activities including those with related departments, external participants, etc.
• Coordinates schedules and itineraries and orients new or visiting faculty, staff, and guest speakers.

Percentage Of Time: 5%