Dartmouth College · 13 hours ago
Arts & Sciences Department Administrator.
Hanover, NH
Full-time
Onsite
Mid, Senior Level
$80K/yr - $81K/yr
3+ years expDartmouth College is seeking an Arts & Sciences Department Administrator to manage, oversee, and coordinate all administrative functions of the department. The role includes advising the Chair and faculty on departmental matters, ensuring efficient operations, and managing the department's budget and resources.
EducationHigher EducationUniversities
Responsibilities
Oversees and coordinates administrative functions and activities of the department that includes both Masters and Ph.D. graduate programs, 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 and implements department policies and procedures, communicating such to faculty, staff, students and visitors
Cultivates collaborative, effective business relationships across campus. Serves as liaison between the chairs and department faculty, college administrative offices such as the Registrar, Dean of Faculty office, college committees, other departments and programs, students and staff
Coordinates and manages updates to the ORC, Prospectus, timetables, elective circulars, classroom scheduling and final exams, Senior Honors
Provides notification/listings to events calendar, centralized student communications, commencement program, and other communication venues
Completes Federal Compliance Government Space Survey every three years to assist OSP with F&A proposal
Responsible for all departmental purchases on two accounts including obtaining quotes, providing purchasing comparables on new purchasing system. Authorizes large purchases for the department
Manages the department building facilities requirements, coordinating with FO&M for upkeep, repair and renovations as necessary. Provides on-site day to day coordination for departmental renovation projects, addressing issues as they arise
Acts as the Hiring Manager for the Department, providing guidance and advice to faculty on the creation of position descriptions, budget parameters, benefits, and other hiring issues. Coordinates with HR and the ASFC on the hiring process
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
Responsible for T&E’s, colloquia/events journal transfers, requests for reimbursements and forms for disposition of prizes, awards and grad student stipends
Oversees and approves all purchasing on over a dozen accounts for the department
Acts as the Fixed Assets controller
Understands and applies knowledge of purchasing matrix, 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
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 seminars, meetings with faculty and students and travel arrangements
Assists the Chairs in faculty appointment process and assures compliance with guidelines. Monitors for timeliness visiting and research faculty appointments, reappointments and promotions
Processes confidential information including material on promotion/tenure review, hiring and personnel matters and course evaluations. Maintains personnel files for each faculty member as well as all other employees in the department
Advises and supports faculty/chairs on start-up, Burke and faculty reserve budget accounts, including use of chart strings
Oversees each term the funding for graduate students through stipends/grants, etc. ensuring compliance with funding source conditions. Troubleshoots any payroll, insurance or fiscal issues that arise related to graduate students
Oversees the monitoring and documentation of both Masters and Ph.D. graduate student progress and the reporting of such
Assists the chair in the preparation of course and teaching schedules
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
Monitors the academic progress of all majors and minors, communicating regularly with students about their programs and reminding them of academic and departmental requirements and deadlines. Advises students with information regarding requirements for honors thesis projects and independent study
Prepares and submits to the Registrar timetables, elective circular information, classroom scheduling and final exam room requests
Maintains and updates the department web page
In conjunction with the A&S Development Office, coordinates stewardship efforts including correspondence with PBS 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
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
Adhering to institutional policies and procedures, maintains a comprehensive array of manual and electronic records such as inventories, budgets, major/minors records, student information and personnel files
As appropriate, determines retention and disposition for specific information not otherwise covered by institutional policies
Hires, trains and supervises 2 administrative assistants and 1 financial assistant. Assigns daily work and monitors progress. Prepares and delivers performance evaluation and recommends annual increase
As necessary creates payroll authorizations for entire department and acts as point person for payroll issues
Reviews and approves timesheets (both staff and students). Monitors and advises staff on personal, sick and disability leaves of absence
Works with Student Employment Office to create job net numbers
Qualification
Required
Bachelors or equivalent combination of education and experience
3 years of administrative, financial or academic experience
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
Preferred
6 years of administrative, financial or academic experience in a highly autonomous setting
Company
Dartmouth College
Dartmouth College is a member of the Ivy League and consistently ranks among the world's academic institutions.
5001-10000 employees
H1B Sponsorship
Dartmouth College has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2024 (1)
2023 (9)
2022 (55)
2021 (25)
2020 (38)
Funding
Current Stage
Late StageTotal Funding
$61.2MKey Investors
US Department of EnergyAllison MagnusonAlfred P. Sloan Foundation
2022-08-25Grant
2018-10-28Grant· $10M
2018-05-07Grant· $20M
Leadership Team
Eric R Fossum
John H Krehbiel Sr. Professor of Emerging Technologies, Thayer School of Engineering
Recent News
2026-01-09
2025-12-15
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