Special Assistant to the Director of Athletics and Recreation

EXPIRED

Position Details

Position Information

Posting date

07/18/2024

View Full Description

Position Details

Position Information

Posting date

07/18/2024

Apply Now

Closing date

Open Until Filled

Yes

Position Number

0558701

Position Title

Special Assistant to the Director of Athletics and Recreation

Department this Position Reports to

Athletics Administration

Hiring Range Minimum

please inquire

Hiring Range Maximum

please inquire

Union Type

Not a Union Position

SEIU Level

Not an SEIU Position

FLSA Status

Exempt

Employment Category

Regular Full Time

Scheduled Months per Year

12

Scheduled Hours per Week

40

Schedule

Typical office hours with occasional nights and weekends.

Location of Position

Hanover, NH

Remote Work Eligibility?

Onsite only

Is this a term position?

No

If yes, length of term in months.

NA

Is this a grant funded position?

No

Position Purpose

Under the general supervision of the Director of Athletics and Recreation (AD) and the Chief of Staff, the Special Assistant is responsible for managing the administrative functions that support the business operations of the office of the AD. This position serves as the first point of contact for the AD’s office and provides a high level of executive support to the AD. This position will be required to exercise considerable discretion and judgment in organizing and responding to internal and external communications on behalf of the AD.

Description

We are seeking a highly motivated Executive Assistant to support the Athletics Director. In this role, you will be an essential part of our Athletics and Recreation Department, helping to advance key initiatives and support our vibrant team.

A successful candidate will have:

Proven administrative experience supporting an executive

The ability to manage a fast-paced and sometimes unpredictable schedule

Strong organizational and communication skills

A proactive and adaptable mindset

If you are passionate about athletics and thrive in a dynamic environment, we encourage you to apply!

Required Qualifications - Education and Yrs Exp

3+ years of experience

Required Qualifications - Skills, Knowledge and Abilities

● 5-7 years of progressive operational experience in a related field, with a high degree of autonomy.

● Effective time management skills; having the ability to handle multiple competing priorities in a fast-paced environment.

● In-depth knowledge of office management as well as significant executive support experience.

● Highly proficient with computer applications.

● Strong verbal and written communication skills and interpersonal skills.

● Initiative, sound judgment, and ability to work independently.

● Ability to maintain confidentiality.

● Ability to set priorities and meet deadlines; able to respond to changes in priorities and can multi-task.

● Commitment to diversity and to serving the needs of a diverse population.

Preferred Qualifications

Experience working in a collegiate athletics department.

Associates/Bachelor’s degree preferred.

Department Contact for Recruitment Inquiries

Mariruth Graham

Department Contact Phone Number

mariruth@dartmouth.edu

Department Contact for Cover Letter and Title

Mike Harrity, Director

Department Contact's Phone Number

Michael.M.Harrity@dartmouth.edu

Equal Opportunity Employer

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.

Background Check

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.

Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?

Preferred, but not required

Special Instructions to Applicants

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.e...

Additional Instructions

Quick Link

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

Key Accountabilities

| Description |
Executive Support

● 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.

● Researches, prioritizes, and follows up on 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.

● Develops and/or maintains workflows, organizational systems, and processes to facilitate efficient and effective support of the AD.

● 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. | | Percentage Of Time | 60% |

| 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.

● 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% |

| 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. | | Percentage Of Time | 10% |

| Description |
Communication/Leadership

● 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.

● Regularly handles confidential or sensitive information and exercises discretion concerning its disposition.

● Interprets, applies, and explains office, department, and Dartmouth policies and procedures.

● Provides a bridge for smooth communication between the AD’s office and other units; demonstrating leadership to maintain credibility, trust, and support with senior administrative staff. | | Percentage Of Time | 10% |

| Description |
Project Coordination

● Manages and oversees projects and events related to department programs, including coordinating logistics for the Dartmouth Athletics Advisory Committee.

● 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 | 10% |

| -- | Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. | | -- | Performs other duties as assigned. |

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you willing and able to be available for work-related activities occasionally outside the typical business hours and on weekends?

   • Yes
   • No
   • Maybe

2. * How many years of administrative or operational experience do you have supporting an Executive level person?

   • 0-3 years
   • 3-5 years
   • more than 5 years

3. * When would you be available to start full-time work, on-site in Hanover, NH? (please provide a date).

(Open Ended Question)

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
   • 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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