Administrative Assistant II

Lebanon, NH
Dartmouth Health

To manage the daily administrative activities to facilitate an efficient administrative infrastructure supporting the department's multi-disciplinary academic and research goals.

Dartmouth College systems experience.
Bachelor's degree plus three plus years of relevant experience.

Dartmouth College is an equal opportunity employer under federal law. 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 are welcome from all.

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.

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.edu/policy/tobacco-free-policy

* Provides administrative support for faculty and non-faculty academic appointment, reappointment, and related personnel processes in coordination with the Operations Director and other administrative offices.

* Coordinates departmental meetings, seminars, workshops, committee meetings, faculty recruitment activities, interview schedules, visitor itineraries, and special events, ensuring seamless logistical planning and execution.

* Assists with departmental financial and administrative transactions, including travel arrangements and reimbursements, purchasing, event support, invoice processing, and other routine business operations.

* Maintains and updates departmental distribution lists, shared calendars, contact information, organizational resources, and other administrative records to support effective communication and daily operations.

* Coordinates new employee onboarding activities, maintains onboarding checklists, and assists with orientation logistics to ensure a welcoming and consistent experience for new faculty and staff.

* Supports departmental operational initiatives by tracking action items, maintaining administrative documentation, monitoring deadlines, and assisting with implementation of new procedures and process improvements.

* Assists with annual departmental reporting requirements, including space planning surveys, inventory updates, and other institutional data requests.

* Provides general administrative support to the Operations Director and department leadership, responding to evolving departmental priorities and contributing to the efficient operation of the Department of Epidemiology.

* Serves as a professional point of contact for faculty, staff, students, visitors, and external partners, providing timely assistance, directing inquiries, and facilitating effective communication on behalf of the department while exercising sound judgment, discretion, and confidentiality.

* Drafts, prepares, formats, and proofreads a variety of departmental correspondence, reports, meeting agendas, minutes, presentations, and other administrative documents to ensure accuracy, consistency, and professionalism.

* Monitors and assists with the management of shared departmental email accounts, routing inquiries to the appropriate individuals and tracking requests to completion as needed.

* Maintains departmental records, electronic filing systems, shared drives, SharePoint sites, and administrative databases in accordance with institutional record retention and confidentiality requirements.

* Coordinates the collection, organization, and distribution of departmental information, forms, announcements, and reference materials to support efficient administrative operations.

* Assists with maintaining departmental calendars, scheduling resources, and shared administrative tools to promote organization, collaboration, and effective workflow management.

* Supports departmental reporting, data collection, and document preparation for institutional requests, audits, surveys, accreditation activities, and other administrative initiatives.

* Performs additional administrative and operational duties as assigned in support of the Department of Epidemiology's mission and strategic priorities.