Director of Executive Operations and Special Projects to the Director of Athletics and Recreation

Additional Instructions

Quick Link

https://searchjobs.dartmouth.edu/post...

Key Accountabilities

| Description |
Executive Support

• Researches, prioritizes, follows up, and resolves incoming issues and concerns addressed to the AD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
• Works efficiently and effectively with the AD to ensure they are well prepared for upcoming commitments, meetings, and responsibilities, following up appropriately to gather or confirm details.
• Proactively completes deliverables that facilitate the AD’s ability to effectively lead the department, including scheduling meetings, preparing agendas, and drafting correspondence.
• Using decision-making authority, completes a broad variety of administrative tasks for the Director of Athletics and Recreation, including completing expense reports; managing a complex schedule and arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Compile, screen, and prioritize the AD’s mail for daily review; manage follow-up.
• Regularly handles confidential or sensitive information and exercises discretion concerning its disposition.
• Partner with the Executive and Leadership team to coordinate the efficient and smooth operation of the office; prioritize workflow and efficiency to maximize use of the AD’s time.
• Primary contact for AD, professionally representing them to internal and external constituents. Facilitates relationships with essential constituents to support the AD’s work and the broader DCARD team, including key prospects, donors, alumni, parents, vendors, and campus partners.
• Develops, implements, and modifies office systems and procedures for efficiency and implements administrative policies.
• Staff the AD at events both on and off campus as requested.
• Arrange catering and meals for the AD as necessary.
  

| | Percentage Of Time | 40% |

| Description |
Project Management

• Develops and/or maintains workflows, organizational systems, and processes to facilitate efficient and effective support of the AD along with shaping departmental procedures..
• Manages a complete and prioritized list of AD’s projects and tasks, scheduling time for the AD to complete work and following up to ensure quality completion.
• Manages and oversees projects and events related to department programs, including coordinating support activities for the Dartmouth Athletics Advisory Committee, Advisory Groups, Working Groups, Leadership Groups (Head Coaches, Athletics Leadership Team).
• Develops and implements project activities based on defined project scope and objectives; sets and maintains schedules and timelines; evaluates project effectiveness and recommends changes.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Handles and executes a variety of special projects for the AD.

| | Percentage Of Time | 30% |

| Description |
Calendar Management/Schedule Coordination

• Independently prioritizes appointments and meetings for the AD to balance the needs of multiple stakeholder groups and using their own judgment regarding how best to further the goals of the department and the organization.
• Schedules and coordinates logistics for a variety of activities and meetings to support the AD’s office functions, proactively planning meetings and preparation time to facilitate a smooth schedule in the short and long term (ex. Coaches meetings, Staff meetings).
• Keeps the AD briefed on changes in schedules by assessing which matters need personal or immediate attention.
• Utilizes knowledge of organization and stakeholders to diplomatically handle a variety of persons wishing to make appointments and effectively directs callers and visitors to appropriate individual/office.

| | Percentage Of Time | 20% |

| Description |
General Office Support

• Drafts and proofreads memos and correspondence, sometimes of a confidential nature, for the AD’s review and signature. Personally responds to inquiries on procedural matters.
• Orients new staff and visitors to the office and community.
• Serves as primary point of contact for AD’s office representing Dartmouth and the Athletic Department. Greet visitors to the office and serve as the “face” of the AD’s Office.
• Answer and redirect calls, take messages, and respond to electronic and in-person inquiries and requests for information as appropriate, providing high-quality customer service in all interactions.
• Maintain all hard copy and electronic office files in an organized system that efficiently supports the AD office.
• Exercises considerable independent judgment in responding to requests, determining next points of contact as appropriate, including anticipating and recognizing problems and/or issues, conveying time-sensitive information to AD.
• Supports the office’s mission to foster inclusiveness and diversity.

| | Percentage Of Time | 10% |

| -- | Demonstrates professionalism and collegiality through actions, interactions, and communications with others appropriate to an environment that is welcoming to all. | | -- | Performs other duties as assigned. |

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you learn about this employment opportunity?

   • Current Dartmouth employee (Please specify full name below)
   • Word of mouth
   • Mentioned on social, digital, or print media (e.g. LinkedIn feed, VOX, Valley News, listserv)
   • jobs@dartmouth.edu email outreach (includes Job Alert notifications, marketing emails from Talent Acquisition)
   • Recruiter (Please specify full name or event below)
   • abilityJOBS
   • Chronicle of Higher Education
   • Glassdoor
   • Handshake
   • HigherEdJobs
   • HigherEdMilitary
   • Indeed
   • Inside Higher Ed
   • LinkedIn’s Job Board
   • RecruitMilitary
   • Dartmouth’s Job Board (searchjobs.dartmouth.edu)
   • Other (Please specify below)

2. (Open Ended Question)

Documents Needed to Apply

Required Documents 1. Cover Letter 2. Resume

Optional Documents 1. Additional Document #1 2. Additional Document #2

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