Executive Assistant To The Dean Of Libraries

01/04/2024

Yes

0043701

Executive Assistant to the Deanof Libraries

Library, Administration

$30.00

$37.00

Not a Union Position

Not an SEIU Position

Non-Exempt

Regular Full Time

12

37.5

Hanover, NH 03755
Baker Library
Room 115

Onsite only

No

No

The Executive Assistant to the Deanof Libraries provides high level administrative support to the Dean of Libraries, manages critical office functions and projects, and supports the activities and initiatives of the Library Leadership Team in a dynamic and evolving environment. This role has primary responsibility for managing the Dean’s schedules, including travel, meeting preparation and follow-up. In addition, the role encompasses communications on behalf of and for the Dean of Libraries, including stewardship and donor relations.

Bachelors or equivalent combination of education and experience

• Five plus years of relevant administrative experience in a dynamic and highly demanding environment.
• Excellent organizational and planning skills; excellent calendar management skills; meticulous attention to detail and accuracy.
• Demonstrated ability to work independently, set priorities, and respond to changing needs as required. Ability to multi-task.
• Exceptional communication and interpersonal skills, including ability to work with senior leaders, faculty, alumni, donors and other key stakeholders.
• Diplomacy, discretion and ability to maintain confidentiality.
• Highly proficient with computer applications (MS Office; G Suite; and other relevant office applications).
• Ability to initiate, plan and coordinate short and long term projects.

• Demonstrated office management experience.
• Experience of working with grants and donor relations.
• Experience with web content management.
• Experience with Canva design app and MailChimp marketing platform.

Brenda Grace

Brenda.A.Grace@dartmouth.edu

Susanne Mehrer, Dean of Libraries

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.

Not an essential function

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

https://searchjobs.dartmouth.edu/postings/71996

Manages all aspects of the Dean’s schedule of appointments ensuring that details of meetings, including background materials, are provided well in advance, communicated accurately, and followed up as necessary. Maintains confidentiality and handles sensitive and confidential information with discretion. Coordinates the Dean’s travel arrangements and logistics. Processes travel related and other office function financial forms.

30%

Provides leadership and oversight for annual planning cycles and priorities to ensure effective time management. Provides project support for Leadership Team initiatives and projects.

15%

Prepares correspondence, reports, presentations, memoranda, briefings and other written materials for the Dean. Fully supports library meetings, including minute-taking as required.

10%

Responsible for supporting all aspects of donor relations and stewardship efforts of the Libraries, including coordination with the Development Office. Is the principal liaison with the Gift Recording Office regarding donations. Tracks, processes, acknowledges, and maintains financial records for gifts to the Libraries, utilizing online financial systems. Provides quarterly updates to the Dean and the Director of Financial and Administrative Services.

15%

Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.); is the office liaison to the Dartmouth Conferences and Special Events Office. Manages and maintains current information for business contacts, email distribution lists, and the Library Administration website as requested. Is the primary scheduler for library conference rooms.

10%

Builds and maintains strong communications with key stakeholders, including the Office of the Provost, the Office of the President, Advancement Division and other Dartmouth departments, faculty, students, alumni and off-campus constituencies.

5%

Serves as the records manager for Library Administration; organizes and manages print and digital records, correspondence and other files, including library records stored at Records Management, with particular responsibility for the files of the Dean and donor/development files.

5%

Serves as the primary point of contact for inquiries and visitors, including answering, directing and/or screening incoming communications. Prioritizes, organizes, tracks and assures successful follow-up on inquiries, events and meetings.

5%

| Ensures business continuity by clearly documenting Library Administration procedures, training other support staff as appropriate.

5%

Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

Performs other duties as assigned