Administrative Coordinator

Generally, 3 - 4 days in office; 8:30am-4:30pm

Hanover, NH
Geisel Dean's Office

Provides administrative support for the Dean's Office of the Geisel School of Medicine, including direct support for the Chief of Staff, the Senior Associate Dean for Administration & Finance, Senior Associate Dean for Foundational Research, and the Senior Director of Finance and Administration. This support includes managing schedules, coordinating meetings, and handling communications. Additionally, provides support for institution-wide event logistics planning and execution. Serves as a partner to staff colleagues within the Dean's Office and provides cross-coverage for all senior leaders within the Dean's Office as needed.

* 3 + years of office experience in a related field, with a high degree of autonomy

* Project coordination experience

* Experience in a fast-paced environment desired

* In-depth knowledge of routine office procedures

* Strong organizational and planning skills and ability to set priorities.

* Highly proficient with computer applications, including Microsoft 365 Office Suite/Outlook calendar

* Excellent communication and interpersonal skills.

* Initiative, sound judgment and ability to work independently

* Ability to maintain confidentiality.

* Exceptional attention to detail

* Bachelor's degree preferred.
* Experience in creating meeting summaries that document next steps
* experience in academic setting

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.

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.

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

* Manages, plans, and coordinates the details of multiple complex daily appointment calendars to ensure the effective administration of each principal's time. Proactively addresses scheduling conflicts

* Briefs the principal on changes in schedules and priorities or on matters needing personal or immediate attention. Frequently updates schedules and plans for upcoming meetings. Coordinates with other offices and departments to arrange co-sponsorship of events.
* Coordinates travel arrangements as necessary
* Process invoices, expense reports, and reimbursements in a timely manner

Project Coordination
* Provides logistical support for regularly occurring Dean's Office meetings and events. Confirms venues/room space, tracks RSVPs, prepares materials, and orders catering as needed.

* Serves as an administrative partner for projects for the Dean's Office, including tracking deliverables, ensuring completion, and following up with relevant parties.

* Attends meetings as requested by leadership, takes minutes, and follows up on any action items.
* Completes small scale special projects as needed for the Dean's Office.
* Assists in the planning, coordination, and execution of community events

* Working with colleagues within the Dean's Office, provides direct support for correspondence and regularly distributed letters.

* Organizes and manages print and digital records, correspondence, and other files in the Dean's Office.
* Serves as the Record Custodian for Dean's Office and clinical departments. Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.

* Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the supervisor. Handles a variety of persons wishing to make appointments and effectively redirects caller/visitor to the appropriate individual/office.

* Shares responsibility for ordering office supplies and coffee/kitchen supplies with other Dean's Office staff. Arranges repairs and other work orders with Facilities.