Administrative Assistant III
Position Purpose
To provide high quality administrative support to both the Director of the Hopkins Center and the Assistant to the Director and Donor Relations officer of the Hopkins Center. This position represents the public face of the Director's Office and the Hopkins Center, and as such, requires discretion and good judgment in the exercise of its duties. It also requires highly-developed communication, organizational, and planning skills. The position plays a key role in helping the Hopkins Center's efforts to promote the performing arts in the Dartmouth community.
Key Accountabilities
Office Administration - 20%
• Screens telephone callers and determines whether to take message, forward call, redirect call to others, or personally handle the matter. Maintains an awareness of the office functions and activities, when determining the importance of taking a message or ensuring the parties personally communicate with each other. Screens callers on behalf of the Director of the Hopkins Center. Greets and directs office visitors. Responds to matters of a routine or general nature or provides information that can be easily located in the files. Handles the Director's mail. Types his non-development correspondence and reports.
• Manages and supervises the office's student assistants, including training in database management and general office duties. When applicable, supervises student assistants on Director and Donor Relations Officer's projects.
Management of Travel, Schedules, Meetings, and Agenda - 25%
• Assists with the management of the day-to-day operations of the Director's office. Works closely with the Director, the Donor Relations Officer, and the College Travel Office to organize the Director's business and development travel, and prepare detailed itineraries, and ensures that the Director is reimbursed properly for his out-of-pocket expenses. Responsible for the Director's daily appointment and meeting calendar. Prepares and distributes monthly calendars for the Directors.
• Coordinates and handles the hospitality arrangements for visiting performing artists; orders flowers and fruit baskets and follows up to ensure delivery. Coordinates and monitors the Director-in-Charge calendars for performances each term; works up the calendar and makes necessary adjustments in collaboration with the Programming Office and the Directors; follows up each week with a reminder to the Directors. Serves as a liaison with a diverse population including College faculties, the President's and Provost's Offices, staff of the Hood Museum of Art, the Hopkins Center staff, the Hopkins Center Board of Overseers, Dartmouth students, and student organizations, involving highly confidential information, e.g., personnel, financial, development, and arts management matters. Assists with organizing meetings for the Director's office; prepares and coordinates agenda, notifies attendees, selecting meeting time and place convenient to parties. Records, transcribes and distributes minutes.
• Responsible for maintaining and ordering office supplies through college procurement system.
Database Maintenance - 20%
Designs, maintains, updates, and monitors business and development databases to include integrating and/or updating ADVANCE information. Extracts data from source documents; enters, modifies or deletes data in/from records. Tracks information, e.g. pending pledges, money received, endowments, etc. and alerts the supervisor of any potential problems. Generates recurring and special reports from computer data bases. Supervises student assistants with their database work. May assist the Membership Coordinator from time to time in database management.
Development - 15%
Proofreads all typed materials to ensure accuracy of format, punctuation, and spelling and for overall completeness. Assists the Donor Relations Officer in preparing for Board of Overseer meetings and events. Processes and records all Hopkins Center's gifts. Works closely with the Donor Relations Officer to keep her informed of communications regarding development matters on a daily basis, and assists her in arranging meetings or travel for the director for development purposes. Understands and respects the need for confidentiality of sensitive donor information.
Special Events
• Manages all facets of the spring Arts Awards ceremony including working with the academic departments, advertising the awards, invitations, playbill copy, receptions and dinner arrangements, and ceremony coordination. (15%)
• Assists with the organization of Hopkins Center-sponsored receptions and special events. Prepares and sends out invitations, when appropriate, and tracks/monitors RSVP response. Prepares and sends out information packets. Prints names tags and other event materials. Acts to achieve the most effective and economical arrangements within basic guidelines provided. Prepares and processes requests for payment for authorized costs incurred at meetings. (5%)
Performs other duties as assigned.
Position Requirements
Skills & Knowledge
• Excellent interpersonal skills and ability to deal articulately with a diverse range of people, displaying poise and grace in public settings.
• Strong writing and proofreading skills.
• Strong organizational skills and ability to balance priorities and meet deadlines in a fast-paced office.
• Ability to work independently with judgment and initiative.
• Discretion and ability to maintain confidentiality of sensitive information and materials are essential.
• Knowledge of various computer applications, word processing, spreadsheet, database management and ability to learn new applications.
• Occasional weekend and evening work required.
• Strong interest in the arts preferred.
• Commitment to diversity and to serving the needs of a diverse population.
Experience
• Candidate should have experience working in a fast-paced office, preferably within an academic and/or performing arts environment.
• Candidate should have experience dealing with the needs of a diverse population and be a strong advocate for diversity.
Education
• Bachelor's degree with computer and two to three years of relevant office experience; or the equivalent.
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