Administrative Coordinator

Position Purpose

Provides comprehensive administrative and operational support for the Advancement division. This role supports employee recruitment and onboarding activities, coordinates candidate communications and application materials, and ensures an efficient, professional, and positive hiring experience. The position also serves as primary support for front desk operations, building services, and shared administrative functions for Advancement Business Operations, including special projects and centralized communications.

Required Qualifications - Education and Yrs Exp

Associates or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

• Minimum of three years of relevant administrative or customer service experience with demonstrated independence and initiative
• Strong interpersonal and communication skills, with the ability to work effectively with diverse stakeholders
• Strong organizational, problem-solving, and project coordination skills, with the ability to manage multiple priorities
• High level of professionalism, discretion, and sound judgment in handling confidential information
• Proficiency in Microsoft Office (Word, Excel, Outlook)

Note: Employment will be contingent upon possession of a valid U.S. or Canadian driver's license and continued qualification as an Approved Driver under the Dartmouth College Driver Safety and Motor Vehicle Policy.

Front Desk, Administrative and Recruitment Support

Serves as the first point of contact for visitors, staff, and candidates, ensuring a secure, professional, and welcoming environment. Serves as primary support for 41 Centerra front desk operations, mail, and general inquiries, while providing broad administrative support to the division. Provides cross-coverage for front desk operations across multiple locations, including temporarily supporting alternate sites as needed to ensure uninterrupted service; this includes providing backup administrative support coverage for Vice President for Alumni Relations, as needed. Coordinates staff recruitment and onboarding activities by preparing and distributing application materials to hiring managers and search committees, drafting, and sending applicant correspondence, and maintaining accurate and confidential records. Tracks recruitment activity and supports search documentation to ensure completeness and compliance. Facilitates onboarding by coordinating workspace setup, telecommunications access, and necessary supplies to create a positive and seamless experience for new employees.

Percentage Of Time: 65%

Building Operations and Services Coordination

In partnership with campus service providers and ABO leadership, coordinates day-to-day building operations for Advancement Business Operations. Manages office moves, space assignments, and workspace setup, supporting effective space utilization and planning efforts. Coordinates maintenance and repair requests, tracks recurring issues, and facilitates timely resolution in collaboration with Facilities and external vendors. Coordinates vendor access and service delivery, ensuring work is completed efficiently and with minimal disruption. Maintains building directories, maps, and space records. Serves as a liaison to Facilities, IT, vendors, and other campus partners, and supports building safety and compliance efforts by coordinating emergency preparedness activities, reporting hazards or incidents, and assisting with access control and security-related needs.

Percentage Of Time: 15%

Programs, Projects, and Shared Services

Manges a portfolio of special projects and shared administrative services that support divisional operations. Coordinates logistics for divisional activities and events, including staff gatherings and seasonal processes such as Winter Break planning. Maintains oversight of the off-site building security system, ensuring functionality and coordinating issue resolution. Provides campus courier services, including mail distribution, package handling, and bank deposits. Works with ABO on management of copier services contracts, maintenance, and repairs.

Percentage Of Time: 15%