Administrative Coordinator

Position Purpose

The Administrative Coordinator helps ensure the smooth and professional operation of the Provost’s Office, which supports a wide range of academic and administrative functions across Dartmouth. As the first point of contact for the office, this role provides a welcoming presence for visitors and handles inquiries with professionalism and discretion. The Administrative Coordinator also supports the work of Provost’s Office leadership and senior staff by managing calendars, coordinating meetings and events, and assisting with projects and ongoing initiatives that advance the academic mission of the institution.

Required Qualifications - Education and Yrs Exp

Bachelors plus 3-5 years' experience or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

• At least three years of relevant office experience, including independent work and decision-making.
• Experience supporting programs or events, including coordinating logistics and ensuring smooth operations.
• Proficiency in Microsoft Office, Google Workspace, and communication platforms such as Zoom, Slack, and Microsoft Teams.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Demonstrated analytical, problem-solving, and sound decision-making skills.
• Excellent verbal and written communication skills, including content creation, proofreading, and webpage updates.
• Strong interpersonal skills and the ability to work effectively with diverse constituencies on and off campus.
• Proven ability to handle confidential and sensitive information with discretion.
• Ability to work effectively in a hybrid team environment, collaborating with colleagues and leaders across on-site, hybrid, and remote settings.
• Commitment to diversity, equity, and inclusion, and to fostering an inclusive environment.

Preferred Qualifications

Experience in Higher Education preferred.

Key Accountabilities

Executive Administrative Support –

• Provides high-level administrative support to senior leadership, including complex calendar management, scheduling, and logistics coordination.
• Coordinates meetings with internal and external stakeholders; prepares agendas, materials, and follow-up documentation, and attends meetings as needed.
• Arranges travel and prepares detailed itineraries; processes and tracks expense reimbursements.
• Serves as a primary point of contact for faculty, staff, students, and external partners engaging with leadership.
• Coordinates communication and scheduling with departments and units across the institution.

Percentage Of Time: 40

Project and Event Coordination –

• Supports planning and coordination of leadership initiatives, projects, and strategic activities.
• Tracks deadlines, organizes materials, and ensures timely progress on deliverables.
• Drafts, formats, and edits correspondence, reports, and presentations.
• Plans and executes events, including meetings, retreats, workshops, and high-profile visits; manages logistics, RSVPs, materials, and on-site coordination.
• Supports document preparation, filing, and data management; maintains accurate office records and administrative systems in compliance with data privacy and retention policies.
• Ensures program-related websites and online resources are updated.

Percentage Of Time: 30

Office Operations and Front-Desk Coverage -

• Shares responsibility for maintaining continuous front desk coverage during business hours.
• Serves as a primary point of contact for visitors, faculty, staff, and students, ensuring a professional and welcoming office environment.
• Manages incoming phone calls, shared email inboxes, mail distribution, and package deliveries.
• Coordinates conference room scheduling and maintains shared office calendars.
• Orders and maintains office supplies; coordinates with vendors and service providers.
• Monitors shared office equipment and addresses routine operational needs.
• Submits and tracks facilities and service requests through completion.
• Responds to routine inquiries, routes requests appropriately, and supports internal communication regarding office operations.
• Engages professionally and respectfully with a diverse range of internal and external stakeholders.

Percentage Of Time: 30