Arts & Sciences Department Administrator

Dartmouth College

Hanover, NH

ID: 7062484
Posted: November 25, 2019
Application Deadline: Open Until Filled

Job Description

Position Purpose
To manage, oversee and coordinate all administrative functions of the department, including prioritization of multiple activities. To advise and support the Chair and faculty on departmental administrative matters, ensuring efficient, accurate and timely operations and sound fiscal management.

Required Qualifications
Excellent verbal and written communication and interpersonal skills.
Strong planning and organizational skills.
Knowledge of financial and budget principles and procedures.
Ability to acquire new technical skills and implement new procedures.
Attention to detail and accuracy.
Ability to work independently and as a team member.
Ability to maintain confidentiality and security.
Preferred Qualifications
Two to four years of administrative, financial or academic experience in a highly autonomous setting.
Bachelor’s degree preferred or the equivalent combination of education and experience.
SEIU Level Not an SEIU Position
FLSA Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Jesse Casana, Chair
Equal Opportunity Employer
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.

Special Instructions to Applicants
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, 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.

Quick Link
Key Accountabilities
Key Accountabilities
Financial/Budget Management

In conjunction with the chair, develops the department budget within parameters set by DOF Fiscal Office including operating accounts and endowments.
Develops and prepares budget reports and financial projections for the department. Monitors and reconciles all accounts and advises Chair on financial issues.
Oversees electronic purchase orders, journal transfers, requests for reimbursements and forms for disposition of prizes, awards and research stipends.
Responsible for monitoring and reconciliation of the McKennan and Goodman funds.
Acts as the Fixed Assets controller.
Understands and applies knowledge of purchasing matrix, OASIS, Oracle and Banner systems.
Accountable to DOF Fiscal Office in matters related to current year budget and spending, P-card transactions/reconciliation, and adherence to college policy.
Faculty Support

Coordinates and organizes faculty searches, including advising search chairs and faculty on recruitment policies. Places advertisements in national journals and websites and responds to all applicant inquiries.
Arranges candidates’ visits to include seminars, meetings with faculty and students and travel arrangements.
Assists the Chairs in faculty appointment process and assures compliance with guidelines. Monitors for timeliness visiting and research faculty appointments, re-appointments and promotions.
Processes confidential information including hiring and personnel matters and course evaluations.
Advises and supports faculty/chairs on start-up, Burke and faculty reserve budget accounts, including use of chart strings. Assists faculty in submitting accounting forms.
Orders course materials including text books, videos and films, and library reserve readings.
May take and distribute minutes of meetings.
Assists the chair in establishing the teaching schedule.

Serves as the primary point of contact representing the department to the institution and external constituencies, including students, visitors and community members.
Responds to inquiries and provides information regarding the department, its mission, policies and course offerings.
Monitors the academic progress of all majors and minors, communicating regularly with students about their programs and reminding them of academic and departmental requirements and deadlines. Provides students with information regarding requirements for honors thesis projects and independent study.
Edits and distributes written material including department newsletter, first-year letter, letters of recommendation, ORC, elective circular, prospectus, FSP brochure, blitzmail bulletins and commencement program.
In conjunction with the Chair and faculty, maintains and updates the department web page.
In conjunction with the A&S Development Office, coordinates stewardship efforts including correspondence with anthropology donors. Updates information on prizes and awards; provides information to the Development Office.
Supports the department/program mission and values. Acts appropriately in dealing with others and supports the institution’s commitment to diversity.
Event Coordination

Responsible for the coordination/implementation of the following types of events: department meetings, lectures, workshops, conferences, faculty, guest speakers, student presentations, open houses, social gatherings and seminars. Serves as alumni coordinator for functions.
Responsible for the advertising/public relations, invitations, room, equipment, food and expense management for department/program events.
Information Management

Adhering to institutional policies and procedures, maintains a comprehensive array of manual and electronic records such as inventories, budgets, majors/minors records, student information and personnel files.
As appropriate, determines retention and disposition for specific information not otherwise covered by institutional policies.
Staff Development

Hires, trains and supervises administrative student employees. Assigns daily work Provides feedback on performance.
As necessary creates payroll authorizations.
Reviews timesheets.


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