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Administrative Coordinator
Position Purpose
The Administrative Coordinator helps ensure the smooth and professional operation of the Provost’s Office, which supports a wide range of academic and administrative functions across Dartmouth. As the first point of contact for the office, this role provides a welcoming presence for visitors and handles inquiries with professionalism and discretion. The Administrative Coordinator also supports the work of Provost’s Office leadership and senior staff by managing calendars, coordinating meetings and events, and assisting with projects and ongoing initiatives that advance the academic mission of the institution.
Description
Required Qualifications - Education and Yrs Exp
Bachelors plus 3-5 years' experience or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities
- At least three years of relevant office experience, including independent work and decision-making.
- Experience supporting programs or events, including coordinating logistics and ensuring smooth operations.
- Proficiency in Microsoft Office, Google Workspace, and communication platforms such as Zoom, Slack, and Microsoft Teams.
- Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
- Demonstrated analytical, problem-solving, and sound decision-making skills.
- Excellent verbal and written communication skills, including content creation, proofreading, and webpage updates.
- Strong interpersonal skills and the ability to work effectively with diverse constituencies on and off campus.
- Proven ability to handle confidential and sensitive information with discretion.
- Ability to work effectively in a hybrid team environment, collaborating with colleagues and leaders across on-site, hybrid, and remote settings.
- Commitment to diversity, equity, and inclusion, and to fostering an inclusive environment.
Preferred Qualifications
- Experience in Higher Education preferred.
Department Contact for Recruitment Inquiries
Kyle Hastbacka
Department Contact Phone Number
Department Contact for Cover Letter and Title
Marianne Thomson, Acting Senior Associate Provost for Operations and Chief Operations Officer
Department Contact's Phone Number
Equal Opportunity Employer
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.
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?
Not an essential function
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.edu/policy/tobacco-free-policy
Additional Instructions
Key Accountabilities
Description
Executive Administrative Support –
- Provides high-level administrative support to senior leadership, including complex calendar management, scheduling, and logistics coordination.
- Coordinates meetings with internal and external stakeholders; prepares agendas, materials, and follow-up documentation, and attends meetings as needed.
- Arranges travel and prepares detailed itineraries; processes and tracks expense reimbursements.
- Serves as a primary point of contact for faculty, staff, students, and external partners engaging with leadership.
- Coordinates communication and scheduling with departments and units across the institution.
Percentage Of Time
40
Description
Project and Event Coordination –
- Supports planning and coordination of leadership initiatives, projects, and strategic activities.
- Tracks deadlines, organizes materials, and ensures timely progress on deliverables.
- Drafts, formats, and edits correspondence, reports, and presentations.
- Plans and executes events, including meetings, retreats, workshops, and high-profile visits; manages logistics, RSVPs, materials, and on-site coordination.
- Supports document preparation, filing, and data management; maintains accurate office records and administrative systems in compliance with data privacy and retention policies.
- Ensures program-related websites and online resources are updated.
Percentage Of Time
30
Description
Office Operations and Front-Desk Coverage -
- Shares responsibility for maintaining continuous front desk coverage during business hours.
- Serves as a primary point of contact for visitors, faculty, staff, and students, ensuring a professional and welcoming office environment.
- Manages incoming phone calls, shared email inboxes, mail distribution, and package deliveries.
- Coordinates conference room scheduling and maintains shared office calendars.
- Orders and maintains office supplies; coordinates with vendors and service providers.
- Monitors shared office equipment and addresses routine operational needs.
- Submits and tracks facilities and service requests through completion.
- Responds to routine inquiries, routes requests appropriately, and supports internal communication regarding office operations.
- Engages professionally and respectfully with a diverse range of internal and external stakeholders.
Percentage Of Time
30
-
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
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