Advancement Services Coordinator

Dartmouth College

remote work

United States, New Hampshire, Hanover

7 Lebanon Street (Show on map)

Jan 24, 2025

Position Information

Posting date	01/23/2025
Closing date
Open Until Filled	Yes
Position Number	1129187
Position Title	Advancement Services Coordinator
Department this Position Reports to	Advancement Administration
Hiring Range Minimum	$27.21/hr
Hiring Range Maximum	$33.99/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	Monday - Friday 8:30 am - 5 pm or approved with direct supervisor
Location of Position	Lebanon NH 03766 35 Centerra Parkway 3rd Floor
Remote Work Eligibility?	Onsite only
Is this a term position?	No
If yes, length of term in months.	NA
Is this a grant funded position?	No
Position Purpose	The Administrative Services Coordinator supports efficient and effective departmental operations through various administrative activities, including serving as an in-office receptionist, partnering with administrative staff in support of key work objectives and providing direct support for Human Resources and Finance at the guidance of the Finance & Administrative Manager and Associate Director of Advancement Administration. To be successful in this role, the ideal candidate should have excellent organization skills along with the ability to prioritize tasks and meet deadlines while in support of an overall positive organizational culture.
Description	The Administrative Services Coordinator supports efficient and effective departmental operations through various administrative activities, including serving as an in-office receptionist, partnering with administrative staff in support of key work objectives and providing direct support for Human Resources and Finance at the guidance of the Finance & Administrative Manager and Associate Director of Advancement Administration.
Required Qualifications - Education and Yrs Exp	Associates or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities	Skills & Knowledge Excellent communication, writing, & interpersonal skills. Strong critical thinking skills and the ability to identify and correct data inconsistencies. Judgment, discretion & ability to maintain confidentiality. Ability to manage multiple complimenting and contradictory projects, ensuring that all are completed in a timely, accurate, and consistent manner. Proficiency in the use of Microsoft Word, Excel, PowerPoint, and Outlook; comfort with learning new software and systems as needed. Has the ability to stay current with various computer software programs and applications. Demonstrated ability to be flexible and cooperative in a collaborative, fast paced, dynamic, and sometimes stressful environment. Brings a sense of humor and positive demeanor to the work place. Experience Three plus years of relevant office experience. Experience entering data into multiple high-level systems that have different standards and protocols. Ability to interpret organizational policies and procedures and work in a large institutional setting. Education Associate degree or the equivalent combination of education and experience.
Preferred Qualifications	Experience documenting business practices and processes preferred. Experience with fundraising database systems preferred. Bachelor's Degree Preferred
Department Contact for Recruitment Inquiries	Otilia Pruna
Department Contact Phone Number	603-646-5280
Department Contact for Cover Letter and Title	Otilia Pruna
Department Contact's Phone Number	603-646-5280
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. https://policies.dartmouth.edu/policy/tobacco-free-policy
Additional Instructions
Quick Link	https://searchjobs.dartmouth.edu/postings/77308

Key Accountabilities

Description

Office Operations

Screens visitors and callers and decides appropriate action based on priorities, commitments and interests of Department/Office staff. Assists with processing and reporting on office expenses.
Coordinates and schedules a variety of activities to support office functions and meetings.
Performs various data entry projects on behalf of others in the office. Enters data consistently and accurately in a timely and efficient manner.
Works closely with administrative support staff toward shared objectives.
Processes the office corporate card and purchasing cards reconciliations in accordance with Dartmouth College/Dartmouth Health policies and procedures.
Ensures efficient office operation of copy machines and kitchen appliances, calls for service, sets up new user accounts.
Orders and maintains an inventory of office and kitchen supplies as well as new staff welcome packets.
Using the Human Resources system, supports various personnel searches.
Collaborates with the Finance/Administrative Manager in budget reporting.
Is a backup contact to the Associate Director in facilities matters.
Adjusts workload to ensure efficient and timely accomplishment of administrative and logistical support functions.

Percentage Of Time

Description

Administrative Support

Manages, plans, and coordinates the details of daily appointment calendars including parameters of meeting content, considering priority of appointments, to ensure the most efficient use of time.
Frequently updates schedules and plans for upcoming meetings.
Distribute incoming mail.
Address employees' and constituents' queries (via email, phone or in-person)
Update office policies as needed and serves as a knowledge resource for staff

Percentage Of Time

Description

Communications Management

Supports the preparation of a wide variety of materials such as correspondence, reports, handouts, and proof reads to ensure accuracy.
Composes routine replies, transmitting requested materials, notification of constituent requests and needs to the appropriate staff using tools such as SmartSheet and Outlook, and communicating effectively to constituents and staff.

Percentage Of Time

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