Position Information
07/18/2024
Position Information
07/18/2024
Apply NowYes
0558701
Special Assistant to the Director of Athletics and Recreation
Athletics Administration
please inquire
please inquire
Not a Union Position
Not an SEIU Position
Exempt
Regular Full Time
12
40
Typical office hours with occasional nights and weekends.
Hanover, NH
Onsite only
No
NA
No
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.
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!
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.
Experience working in a collegiate athletics department.
Associates/Bachelor’s degree preferred.
Mariruth Graham
mariruth@dartmouth.edu
Mike Harrity, Director
Michael.M.Harrity@dartmouth.edu
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.
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
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...
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. |
Required fields are indicated with an asterisk (*).
* Are you willing and able to be available for work-related activities occasionally outside the typical business hours and on weekends?
* How many years of administrative or operational experience do you have supporting an Executive level person?
* When would you be available to start full-time work, on-site in Hanover, NH? (please provide a date).
(Open Ended Question)
* How did you learn about this employment opportunity?
(Open Ended Question)
Required Documents 1. Cover Letter 2. Resume Optional Documents 1. Additional Document #1 2. Additional Document #2
Person | Role |
---|---|
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Senior Associate Athletics Director for Finance and Administration |
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Associate Athletics Director for Finance and Administration |
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Assistant Director of Athletics Finance and Operations |
Person | Role |
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Senior Associate Athletics Director for Finance and Administration |
![]() |
Associate Athletics Director for Finance and Administration |
![]() |
Assistant Director of Athletics Finance and Operations |
Person | Role |
---|---|
![]() |
Senior Associate Athletics Director for Finance and Administration |
![]() |
Associate Athletics Director for Finance and Administration |
![]() |
Associate Athletics Director for Finance and Administration |
![]() |
Assistant Director of Athletics Finance and Operations |
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