Administrative Assistant II - Dartmouth College : Job Details

Position Details Position Information Posting date: 02/03/2025 Closing date: Open Until Filled: Yes Position Number: 1128765 Position Title: Administrative Assistant II Department this Position Reports to: FOM Hiring Range Minimum: $18.70/hr Hiring Range Maximum: $22.00/hr Union Type: Not a Union Position SEIU Level: Not an SEIU Position FLSA Status: Non-Exempt Employment Category: Regular Full Time Scheduled Months per Year: 12 Scheduled Hours per Week: 40 Schedule: Location of Position: Hanover, NH Remote Work Eligibility?: Onsite only Is this a term position?: No If yes, length of term in months.: N/A Is this a grant funded position?: No Position Purpose: To serve as Administrative Assistant for the Facilities Customer Service Center, greeting and welcoming visitors and answering simple inquiries where applicable or referring to appropriate persons. In addition, provides basic clerical support to the office to increase efficiency and expedite/coordinate the work of others. Will serve as a backup for processing invoices, key distribution, and the snack shop. Dartmouth's facilities include over 5 million square feet of space in 165 buildings. These facilities serve over 5,600 students and 5,000 faculty and staff in a variety of academic, research, administrative, athletic, and residential spaces. Description: Required Qualifications - Education and Yrs Exp: High School plus 1-2 year(s) of experience or equivalent combination of education and experience Required Qualifications - Skills, Knowledge and Abilities:

• Two-plus years of experience in an office environment.
• Two years of administrative experience in a business setting.
• Proficiency in Microsoft Office applications.
• Team player, with ability to work in a team environment.
• Customer-first attitude, and customer service experience in any field.
• Able to work in a dynamic environment with competing priorities and react in a calm professional manner.

Preferred Qualifications:

• Previous experience in a Facilities environment.
• Understanding of facilities processes and the type of work performed.
• Ability to plan and prioritize work for self and others.
• Excellent communication and interpersonal skills with the ability to interact with diverse College constituencies.
• Attentive to detail and interested in providing accurate, clear, and concise results.
• Demonstrates a high level of concentration while working in a fast-paced, continually changing organization. Comfortable with frequent interruptions to daily work.

Department Contact for Recruitment Inquiries: Campus Services HR Department Contact Phone Number: 603-###-#### Department Contact for Cover Letter and Title: Customer Relations Center Manager Department Contact's Phone Number: 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. Background Check: 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. Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?: Not an essential function Special Instructions to Applicants: 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. Additional Instructions: Quick Link: Key Accountabilities Description: Customer Service

• Serves as an initial welcome point of contact for visitors, students, and staff. Directs traffic to appropriate locations.
• Interacts professionally and respectfully in person, by email, and phone with a wide variety of internal constituents (Dartmouth senior leaders, Trustees, faculty, and staff, students, parents and the community) and external constituents (consultants, contractors, etc.).
• Manages the daily calendars for the FOM leadership to ensure the most efficient use of time. Schedules meetings, resolves conflicting demands, and coordinates co-sponsorship of meetings with other offices. Briefs affected personnel on changes in schedules, priorities, or on matters needing their immediate attention.
• Orders and tracks employee uniform purchasing and distribution.
• Orders and tracks cell phones and maintains a comprehensive database of numbers and users.
• Orders office supplies and keeps track of inventory including copy machine materials. Coordinates repairs of copy machines/printers.
• Provides other miscellaneous administrative support such as assisting staff with travel arrangements; taking meeting minutes; scheduling department safety training with Environmental Health & Safety ( EHS ); organizing reimbursements for staff and students. Interprets, applies and explains department, division, and College policies and procedures.
• Monitors and routes the incoming FO&M email account to the right people.
• Receive deliveries in the central stores building. Sort and notify recipients of packages.
• Works on updating as well as the creation of documentation for the facilities department, including consolidation of information into shared drives and creating organizational efficiencies on the administrative front.

Percentage Of Time: 80 Description: Invoice Processing

• Serves as a backup to the Financial Specialist, processing invoices.

Percentage Of Time: 10 Description: Culture and Employee Belonging We are actively striving to make Campus Services a desired place to work in the Upper Valley, a place where people feel welcomed, where they can be their authentic selves, be heard, and feel accepted. We want this culture to be felt by those who receive our services. The way we treat one another should be the same way we treat our customers.

• Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
• Participates in division wide CEB initiatives and training, including promotion of the 7 Principles (Empathy, Fairness, Dependability, Inclusivity, Consideration, Vulnerability and Respect)
• Collaborates, when appropriate, on other CEB -related initiatives within the division and College

Percentage Of Time: 10 - Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. Performs other duties as assigned.