Department Coordinator

Hanover, NH

To perform a variety of administrative tasks in support of Conferences & Events activities by providing direct assistance to the Executive Director, event planners, and Marketing & Engagement staff. Plans, coordinates, and oversees projects, budgets, and activities to increase department efficiency, to expedite/coordinate the work of others, and to ensure smooth operation of the department.

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.

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.

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

Provides general administrative support to the executive director of Conferences & Events and the associate vice president of Advancement Marketing & Engagement, Provides general department support to Conferences & Events staff and Marketing & Engagement staff. Schedules meetings for the executive director and associate vice president and drafts, edits, proofreads and produces correspondence and other materials. Researches needed information on a variety of matters. Develops and maintains an efficient filing system for quotes/invoices, correspondence, and other electronic files. Orders supplies, donor gifts and other materials in support of department needs. Coordinates, attends, and participates in various meetings and events as appropriate. Takes initiative to prepare materials, supplies and address technological needs to facilitate efficient event planning meetings with senior officers and staff. Represents the executive director and the department in a positive, professional manner while maintaining appropriate levels of confidentiality and sensitivity. Interacts with other departments, top administrative offices, and key external prospects on behalf of the department to assist with office mission of creating and implementing Advancement events. Maintains high level of collaboration and communication with department members and other offices to ensure smooth operations. Responds to requests for information from internal and external constituents. Interprets, applies, and explains office and College policies and procedures, representing the department to internal and external stakeholders.

In conjunction with the executive director and the Finance Center, develops and manages the department's budget, Alumni Events budget, Donor Events budget, and Marketing & Engagement's budget. Submits contracts for review, creates purchase orders, processes invoices, iexpense transactions, reconciles monthly transactions, and gathers necessary forms, insurance, and other requirements to process payments. Researches and addresses any budgetary discrepancies noted after reconciliation process.

Assists Director of Advancement Events in the maintenance of the Advancement Outreach events calendar. Assists Event Coordinator in sending event registration lists to key Advancement staff in order to collect notes and manage the creation of Presidential event briefings. Maintains the Advancement Events notification lists for event updates to Advancement colleagues.