Dartmouth College

Position Information

Posting date05/08/2025

Closing date

Open Until FilledYes

Position Number0099100

Position TitleArts & Sciences Department Administrator

Hiring Range MinimumPlease Inquire.

Hiring Range MaximumPlease Inquire.

Union TypeNot a Union Position

SEIU LevelNot an SEIU Position

FLSA StatusExempt

Employment CategoryRegular Full Time

Scheduled Months per Year12

Scheduled Hours per Week40

Schedule

Location of PositionHanover, NH

Kemeny Hall, 102D

Remote Work Eligibility?Hybrid

Is this a term position?No

If yes, length of term in months.

Is this a grant funded position?No

Position PurposeTo 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.

Description

Required Qualifications - Education and Yrs ExpBachelors or equivalent combination of education and experience

• Required Qualifications - Skills, Knowledge and Abilities
• 3 years of administrative, financial or academic experience.
• 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
• 6 years of administrative, financial or academic experience in a highly autonomous setting.

Department Contact for Recruitment InquiriesTracy Moloney

Department Contact Phone Number603-646-3723

Department Contact for Cover Letter and TitleTracy Moloney

Department Contact's Phone Number603-646-3723

Equal Opportunity EmployerDartmouth 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 CheckEmployment 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 ApplicantsDartmouth 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

Additional Instructions

Quick Linkhttps://searchjobs.dartmouth.edu/postings/78715

Key Accountabilities

DescriptionAdministration

• Manages, oversees and coordinates administrative functions and activities of the department including establishing internal deadlines and priorities to meet external ones. Examples include course related deadlines for registrar, Dean of Faculty, Divisional Council, college committees and Committee on Instruction (COI) ; financial deadlines with payroll, accounts payable, P-Card transactions/reconciliations; event planning.
• Interprets and applies college wide policies, ensuring department adherence. With chair, may develop and implement department policies and procedures, communicating such to faculty, staff, students and visitors.
• Serves as liaison between the chairs and department faculty, college administrative offices such as the Registrar, Dean of Faculty office, college committees, other departments and programs, students and staff. Provides updates to the Organization, Regulations, and Courses (ORC), Prospectus, timetables, elective circulars, classrooms scheduling and final exams, Senior Honors.
• Provides notification/listings to events calendar, First-Year Book, Event Flyers, Blitz mail bulletins and Commencement Program.
• Completes Federal Compliance Government Space Survey every three years to assist
• Office of Sponsored Programs (OSP) with F&A proposal.
• Coordinates with Facilities and Operations Management for maintenance/punch list for Kemeny Hall. Acts as the building manager for Kemeny/Haldeman, participating on committees, troubleshooting building issues, and as necessary, coordinating with Safety and Security, including controlling access cards.
• Purchases supplies and equipment.
• Coordinates collection of annual statistical information and consolidates data.
• Manages assignment of offices, seminar rooms and coordinates with computing for classroom assignments.

Percentage Of Time25

DescriptionFinancial/Budget Management

• In conjunction with the chair, develops the department budget within parameters set by

Dean of Faculty 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.
• Analyzes the financial impact of ongoing and planned operating and research activities, available funding, and anticipated fluctuations in funding.
• Oversees electronic purchase orders, journal transfers, requests for reimbursements and forms for disposition of prizes, awards and research stipends.
• Acts as the Fixed Assets controller. Understands and applies knowledge of purchasing matrix,
• OASIS, Oracle and Banner systems.
• Accountable to Dean of Faculty Fiscal Office in matters related to current year budget and spending, P-card transactions/reconciliation, and adherence to college policy.
• Serves as liaison between Grants and Contracts office and department faculty and interprets and defines grant or contract fiscal policies.
• Manages and monitors Graduate Student stipends and payroll authorizations.

Percentage Of Time25

DescriptionInformation 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.

Percentage Of Time25

DescriptionCommunication

• Serves as the primary point of contact representing the department and the chair 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 without involving Chair/faculty whenever possible.
• Monitors the academic progress of graduate students and advises Graduate Program Committee (GPC) of progress and issues.
• Processes necessary documentation for Masters and Ph.D. awards for Graduate Program.
• Monitors the academic progress of all majors and minors, and graduate students, 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, blitz mail bulletins and commencement program.
• In conjunction with the web designer and with faculty input, maintains and updates the department web page.
• In conjunction with the A&S Development Office, coordinates stewardship efforts including correspondence with mathematics 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.

Percentage Of Time10

DescriptionEvent Coordination

• Responsible for the coordination/implementation of the following types of events: department meetings, lectures, weekly colloquium, 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.

Percentage Of Time5

DescriptionFaculty 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. Maintains personnel files for each faculty member.
• Advises and supports faculty/chairs on start-up, Burke and faculty reserve budget accounts, including use of chart strings.
• Assists in the textbook ordering process.

Percentage Of Time5

DescriptionStaff Development

• Hires, trains and supervises an Administrative Assistant and any student employees. Assigns daily work.
• Provides performance feedback and recommends hourly rate increases.
• Reviews and approves timesheets.

Percentage Of Time5

• Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
• Performs other duties as assigned

Required fields are indicated with an asterisk (*).

• How did you learn about this employment opportunity?
  • Current Dartmouth employee (Please specify full name below)
  • Word of mouth
  • Mentioned on social, digital, or print media (e.g. LinkedIn feed, VOX, Valley News, listserv)
  • jobs@dartmouth.edu email outreach (includes Job Alert notifications, marketing emails from Talent Acquisition)
  • Recruiter (Please specify full name or event below)
  • abilityJOBS
  • Chronicle of Higher Education
  • Glassdoor
  • Handshake
  • HigherEdJobs
  • Indeed
  • Inside Higher Ed
  • LinkedIn’s Job Board
  • RecruitMilitary
  • Dartmouth’s Job Board (searchjobs.dartmouth.edu)
  • Other (Please specify below)

1. If you would like to add more information to your answer, please specify here:
2. (Open Ended Question)

Required Documents

1. Cover Letter
2. Resume

Optional Documents

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