Arts & Sciences Department Administrator

Dartmouth College

Hanover, NH

ID: 7063041
Posted: January 14, 2020
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 support and advise 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.
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.
Preferred Qualifications
SEIU Level Not an SEIU Position
FLSA Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Dean Wilcox, Chairman, Department of Chemistry
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.

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Key Accountabilities
Key Accountabilities
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 COI; financial deadlines with payroll, accounts payable, P-Card transactions/reconciliations; event planning.
Interprets and applies college wide policies, ensuring department adherence.
With chair, develops 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, Graduate Studies, the Office of Sponsored Projects, college committees, other departments and programs, students and staff.
Controls secure Burke Laboratory access through Lenel system. Trouble-shoots building upkeep and maintenance issues.
Revises the ORC, Prospectus annually, timetables, elective circulars quarterly. Oversees classroom scheduling and final exams, Senior Honors.
Provides notification/listings to events calendar, First-Year Book, Event Flyers, Blitzmail bulletins and Commencement Program.
Completes Federal Compliance Government Space Survey every three years to assist OSP with F&A proposal.
Provides administrative support to the graduate program by assisting with PA’s, payroll, travel.
Authorizes purchases of supplies and equipment.
With Chair, prepares the Five Year Report to the American Chemical Society.
Retrieves data annually and reports to US Department of Education, National Science Foundation, American Chemical Society, Council for Chemical Research, Dartmouth Institutional Research and others.

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.
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 travel and accommodations, visit schedule, seminars, and meetings with faculty and students.
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. Maintains appointment and expense reimbursement files for each faculty member.
Writes and coordinates H-1B immigration applications for post doctoral scholars in faculty research groups. Provides new employee orientation to average 12 post docs responsible to faculty annually.
Advises and supports faculty/chairs on start-up, Burke and faculty reserve budget accounts, including use of chart strings. Charges accounts at faculty direction.Assists faculty with correspondence.
Revises faculty biographies and publications in the ACS Directory of Graduate Research biannually.

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.
Oversees the recording of 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, independent study, and funded fellowships and other research opportunities in the department.
Edits and distributes written material including ORC, elective circular, prospectus, blitzmail bulletins and commencement program.
In conjunction with the A&S Development Office, coordinates stewardship efforts including correspondence with Chemistry 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.

Graduate Program Support
Orients each new class of graduate students.
Acts as a liaison for students with other college offices.
Prepares, monitors and revises 40-50 Payroll Authorizations annually.
Monitors and projects department usage of Dartmouth Fellowship funds and recommends adjustments to the faculty.
Coordinates US Department of Education GAANN (Graduate Assistance in Areas of National Need) Project, including FAFSA eligibility, student advocacy, payroll, annual reporting.

Staff Development
Participates in the hiring, training and supervising of office employees. Acts as the hiring manager in the DORR (Dartmouth On-Line Review and Recruit) system for research group hires as well as department-funded employees.
As necessary creates payroll authorizations.


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