Assistant to the Director
Company Name:
Dartmouth College
### Position Information
## Position Purpose
To provide office management and both administrative and technical support to the Howard Gilman Director of the Hopkins Center of the Arts. To provide additional support to the Assistant to the Director /Donor Relations officer of the Hopkins Center. The position plays a key role in supporting the Hopkins Center's efforts to promote the performing arts in the Dartmouth community, supporting the development efforts of the Director's Office, and serving as liaison for the Director with the campus, community, and alumni.
## Skills & Knowledge
Excellent interpersonal skills and ability to deal articulately with a diverse range of people in both departmental and public settings.
Strong organizational skills and ability to balance priorities and meet deadlines in a fast-paced office.
In-depth knowledge of office procedures
Initiative, sound judgment and ability to work independently.
Proven ability to maintain confidentiality and to appropriately handle confidential information.
Strong writing, detail editing, and proofreading skills.
Highly proficient in the use of computers and software applications, including database management; the ability to learn new applications.
Availability and willingness to work occasional weekend and evening assignments.
Commitment to diversity and to serving the needs of a diverse population.
## Minimum Experience
Three years of experience providing support for an executive-level administrator.
Keen interest in the arts strongly preferred.
Student staff supervision experience preferred.
## Minimum Education
Associate's degree or the equivalent in education and experience.
Bachelor's degree preferred.
## Equal Opportunity Employer
Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.
## Special Instructions to Applicants
Normal office hours with occasional nights or weekend support for fund raising events.
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.
### Key Accountabilities
## Key Accountabilities
Management of the Director's Office
Manages the day-to-day operations of the Director's office.
Serves as a liaison with a diverse population including Dartmouth faculty, Senior Administration, College staff, the Hopkins Center Board of Overseers, Dartmouth students, and student organizations, often in matters involving highly confidential information.
Works closely with the Director, the Donor Relations Officer, and the College Travel Office to organize the Director's business and development travel; prepares detailed itineraries, and ensures that the Director is reimbursed properly for expenses.
Is responsible for the Director's daily appointment and meeting calendar.
Assists with organizing meetings for the Director's office; prepares and coordinates agenda, notifies attendees, selects meeting time and place convenient to parties. Records, transcribes and distributes minutes. Prepares and processes requests for payment for authorized costs incurred at meetings.
Provides technical support for the Director or arranges for special tech support, including upgrades for software applications, coordination of computers within the Director's Office, and recommendations for changes in technical options.
Creates PowerPoint presentations for the Director.
Screens all incoming telephone calls and determines whether to take messages, forward calls, redirect calls to others, or personally handle the matter.
Screens callers on behalf of the Director of the Hopkins Center.
Greets and directs all visitors to the Director's office. Responds to matters of a routine or general nature.
Handles the Director's mail. Prepares non-development correspondence and reports.
Coordinates and handles the hospitality arrangements for visiting performing artists; orders flowers and fruit baskets and follows up to ensure delivery.
Manages and supervises the office's student assistants, including training in data entry and general office duties. When applicable, supervises student assistants on Director and Donor Relations Officer's projects.
Development Projects
Works closely with the Donor Relations Officer to keep them informed of communications regarding development matters, and assists in arranging meetings or travel for the Director for development purposes.
Maintains the need for confidentiality of sensitive donor information.
Assists the Donor Relations Officer in preparing for Board of Overseer meetings and events.
Proofreads typed materials to ensure accuracy of format, punctuation, and spelling and for overall completeness.
Processes and records Hopkins Center gifts.
Updates and monitors business and development databases such as ADVANCE and Audience View.
Supervises student assistants with their database work. May assist the Membership Coordinator from time to time with data entry.
Special Events
Manages all facets of the spring Arts Awards ceremony including working with the academic departments, advertising the awards, drafting and mailing invitations, assembling playbill copy, making reception and dinner arrangements (including arrangements for the guest key note speaker), and overseeing ceremony coordination.
Assists the Donor Relations Officer and Membership Coordinator with the organization of Hopkins Center-sponsored receptions and special events, including guest artist receptions, donor trips, and meals for VIP guests of the Center.
May staff events as needed or assigned.
Achieves the most effective and economical arrangements within basic guidelines provided.
Responsible for maintaining and ordering office supplies through college procurement system.
Position Title: Assistant to the Director
Department: Hopkins Center
Position Number: 0643000
FLSA: Non-Exempt
Level: DRM B
Employment Category: Regular Full Time
Department Contact for Cover Letter: Jean Reichert, Search CoordinatorEstimated Salary: $20 to $28 per hour based on qualifications.
Dartmouth College
### Position Information
## Position Purpose
To provide office management and both administrative and technical support to the Howard Gilman Director of the Hopkins Center of the Arts. To provide additional support to the Assistant to the Director /Donor Relations officer of the Hopkins Center. The position plays a key role in supporting the Hopkins Center's efforts to promote the performing arts in the Dartmouth community, supporting the development efforts of the Director's Office, and serving as liaison for the Director with the campus, community, and alumni.
## Skills & Knowledge
Excellent interpersonal skills and ability to deal articulately with a diverse range of people in both departmental and public settings.
Strong organizational skills and ability to balance priorities and meet deadlines in a fast-paced office.
In-depth knowledge of office procedures
Initiative, sound judgment and ability to work independently.
Proven ability to maintain confidentiality and to appropriately handle confidential information.
Strong writing, detail editing, and proofreading skills.
Highly proficient in the use of computers and software applications, including database management; the ability to learn new applications.
Availability and willingness to work occasional weekend and evening assignments.
Commitment to diversity and to serving the needs of a diverse population.
## Minimum Experience
Three years of experience providing support for an executive-level administrator.
Keen interest in the arts strongly preferred.
Student staff supervision experience preferred.
## Minimum Education
Associate's degree or the equivalent in education and experience.
Bachelor's degree preferred.
## Equal Opportunity Employer
Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.
## Special Instructions to Applicants
Normal office hours with occasional nights or weekend support for fund raising events.
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.
### Key Accountabilities
## Key Accountabilities
Management of the Director's Office
Manages the day-to-day operations of the Director's office.
Serves as a liaison with a diverse population including Dartmouth faculty, Senior Administration, College staff, the Hopkins Center Board of Overseers, Dartmouth students, and student organizations, often in matters involving highly confidential information.
Works closely with the Director, the Donor Relations Officer, and the College Travel Office to organize the Director's business and development travel; prepares detailed itineraries, and ensures that the Director is reimbursed properly for expenses.
Is responsible for the Director's daily appointment and meeting calendar.
Assists with organizing meetings for the Director's office; prepares and coordinates agenda, notifies attendees, selects meeting time and place convenient to parties. Records, transcribes and distributes minutes. Prepares and processes requests for payment for authorized costs incurred at meetings.
Provides technical support for the Director or arranges for special tech support, including upgrades for software applications, coordination of computers within the Director's Office, and recommendations for changes in technical options.
Creates PowerPoint presentations for the Director.
Screens all incoming telephone calls and determines whether to take messages, forward calls, redirect calls to others, or personally handle the matter.
Screens callers on behalf of the Director of the Hopkins Center.
Greets and directs all visitors to the Director's office. Responds to matters of a routine or general nature.
Handles the Director's mail. Prepares non-development correspondence and reports.
Coordinates and handles the hospitality arrangements for visiting performing artists; orders flowers and fruit baskets and follows up to ensure delivery.
Manages and supervises the office's student assistants, including training in data entry and general office duties. When applicable, supervises student assistants on Director and Donor Relations Officer's projects.
Development Projects
Works closely with the Donor Relations Officer to keep them informed of communications regarding development matters, and assists in arranging meetings or travel for the Director for development purposes.
Maintains the need for confidentiality of sensitive donor information.
Assists the Donor Relations Officer in preparing for Board of Overseer meetings and events.
Proofreads typed materials to ensure accuracy of format, punctuation, and spelling and for overall completeness.
Processes and records Hopkins Center gifts.
Updates and monitors business and development databases such as ADVANCE and Audience View.
Supervises student assistants with their database work. May assist the Membership Coordinator from time to time with data entry.
Special Events
Manages all facets of the spring Arts Awards ceremony including working with the academic departments, advertising the awards, drafting and mailing invitations, assembling playbill copy, making reception and dinner arrangements (including arrangements for the guest key note speaker), and overseeing ceremony coordination.
Assists the Donor Relations Officer and Membership Coordinator with the organization of Hopkins Center-sponsored receptions and special events, including guest artist receptions, donor trips, and meals for VIP guests of the Center.
May staff events as needed or assigned.
Achieves the most effective and economical arrangements within basic guidelines provided.
Responsible for maintaining and ordering office supplies through college procurement system.
Position Title: Assistant to the Director
Department: Hopkins Center
Position Number: 0643000
FLSA: Non-Exempt
Level: DRM B
Employment Category: Regular Full Time
Department Contact for Cover Letter: Jean Reichert, Search CoordinatorEstimated Salary: $20 to $28 per hour based on qualifications.
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