Administrative Assistant IV

Position Information

Posting date: 08/14/2025

Closing date: Open Until Filled

Position Number: 1128101

Position Title: Administrative Assistant IV

Hiring Range Minimum: $22.75

Hiring Range Maximum: $28.45

Union Type: Not a Union Position

FLSA Status: Non-Exempt

Employment Category: Regular Full Time

Scheduled Months per Year: 12

Scheduled Hours per Week: 40

Schedule: M-F 8:00 am – 5:00 pm; occasional evenings or weekends depending on need

Location of Position: Lebanon NH 03766, 35 Centerra Pkwy, 3rd Floor

Remote Work Eligibility?: Hybrid

Is this a term position?: No

Is this a grant funded position?: No

Position Purpose

This role provides cross-functional administrative and logistic support across the Medical and Healthcare Advancement (MHA) team and in support of the missions of the Geisel School of Medicine at Dartmouth College and Dartmouth Health. Coordinates administrative and operational activities that enhance relationship management with donors and prospects, streamline support for gift officers, increase departmental efficiency, and ensure the smooth execution of strategic initiatives. This is a hybrid position.

Required Qualifications

Education and Yrs Exp: Associates or equivalent combination of education and experience

Skills & Knowledge:

• Detail-oriented in preparing documents, presentations, and donor-facing materials
• In-depth knowledge of office procedures and administrative best practices
• Strong writing skills and editing skills, with the ability to draft professional correspondence and communicate with donors
• Exceptional organizational and planning skills, with the ability to manage multiple priorities and deadlines
• Proficient with Microsoft Outlook, Word, Excel, and donor databases such as The Raiser’s Edge or Advance
• Excellent communication & interpersonal skills with a strong customer service orientation
• Demonstrated initiative, sound judgment, and the ability to work independently and proactively
• Ability to maintain confidentiality and handle sensitive donor and institutional information with discretion
• Ability to work collaboratively within a team structure and across departments
• Strong commitment to a diverse working environment and to serving the needs of a large and diverse community
• Brings a sense of humor, positivity, and professionalism to the workplace

Experience: Three plus years of administrative assistant experience, preferably in a complex, fast-paced environment. Experience supporting fundraising professionals, gift officers, or senior leadership in a development, advancement, or nonprofit setting strongly preferred

Preferred Qualifications

(Not specified in detail)

Key Accountabilities

Senior Leadership Support (40%)

Provide direct administrative support to senior staff, managing complex calendars and scheduling, prioritizing competing demands, and ensuring seamless daily operations. Coordinate cross-functional projects, track progress on key deliverables, prepare agendas, take notes, and follow through on action items as needed. Draft, edit, and distribute high-quality correspondence, reports, and presentations. Maintain consistent and professional communication across all channels to strengthen institutional relationships and promote engagement. Maintain documentation to support effective communication, decision-making, and goal attainment.

Donor & Development Coordination (30%)

Manage scheduling and calendars for donor visits and meetings, including coordinating travel arrangements and accommodations. Support donor strategies by maintaining accurate records in The Raiser’s Edge and Advance systems. Collaborate with gift officers, communications, stewardship, and donor relations staff to coordinate logistics for donor meetings and events (materials, room reservations, catering, travel, follow-up communications). Maintain accurate accounting of expenses, including invoices and contracts, ensuring timely submission. Provide ongoing programmatic support such as data entry, mail coordination, gift-in-kind tracking, and related tasks to facilitate development team operations.

Project & Workflow Management (20%)

Lead or support special projects across multiple departments or advancement functions, managing timelines, resources, and deliverables. Develop and maintain systems to track tasks, deadlines, calendars, project milestones, and budget expenditures. Identify process improvement opportunities and implement solutions to enhance operational efficiency and programmatic impact.

Continued Learning (10%)

Participate in organization-wide initiatives and trainings supporting a diverse, equitable, and inclusive work culture. Utilize internal and external resources for personal and professional development. Attend departmental and organizational retreats focused on planning, team building, and professional growth. Stay informed on Advancement trends and best practices, applying them to your work.