Administrative Assistant

Position Information

Posting Date: 09/29/2025

Open Until Filled: Yes

Position Number: 1128437

Position Title: Administrative Assistant

Hiring Range: $20.00 - $25.00 per hour

FLSA Status: Non-Exempt

Employment Category: Regular Full Time

Schedule: 8:30 am – 5:00 pm (40 hrs/week)

Location: Hanover, NH 03755 (Onsite only)

To ensure the smooth and efficient operation of the Guarini Institute. The role will coordinate and perform a wide variety of administrative and programmatic support functions for the Guarini Institute and Off‑Campus Program faculty directors, increasing office efficiency, expediting work, and ensuring smooth operation of the office and off‑campus program offerings.

Office Management (40%)

• Serve as first point of contact for the Guarini Institute, triaging communications received via phone, email, and in person.
• Oversee smooth functioning of the office space and support related positions.
• Manage the Guarini Institute calendar and events.
• Track and monitor deadlines and pending items; follow up with appropriate contacts to ensure consistent workflow and timely task completion.
• Anticipate and proactively manage preparation and follow‑up for meetings, events, and programs.
• Schedule meetings for staff and reserve space for office events.
• Participate in staff meetings, take minutes, and ensure timely and accurate dissemination of information.
• Manage office space issues and operating supplies; responsible for Zoom meetings, AV setup, and related tasks.

Outreach and Communication (20%)

• Develop and implement outreach to internal and external constituents, coordinating with counterparts in other Dartmouth departments.
• Assist in preparing and designing communications materials.
• Develop and manage the Guarini Institute website and social media accounts for content.
• Support campus events, including the annual Off‑Campus Programs Fair and other departmental events.
• Communicate and update campus partners on off‑campus program enrollments and updates.

Program Support (40%)

• Assist in preparing communications and reports, and collecting information for program operations and reviews.
• Maintain and monitor off‑campus program enrollments, including late applications, rosters, waitlists, and withdrawals.
• Assist in organizing and hosting campus visitors.
• Responsible for record management in study abroad software (Terra Dotta) and Dartmouth systems.
• Support and administer the application review process in coordination with the Assistant Director for Study Away.
• Monitor the student application process and coordinate with faculty on reviews and program cohorts.
• Help schedule meetings for faculty with students during application and orientation phases.

• Demonstrate a commitment to diversity, inclusion, and cultural awareness.
• Perform other duties as assigned.

Education: Associate’s degree or equivalent combination of education and experience.

Experience: 2–3 years of administrative experience in roles with increasing autonomy and responsibility.

Skills, Knowledge and Abilities:

• In‑depth knowledge of office procedures.
• Ability to work with students, staff, faculty, and foreign institutions.
• Proven ability to work successfully both individually and as part of a team.
• Excellent organizational and project management skills with multitasking ability.
• Demonstrated problem‑solving, decision‑making, and troubleshooting skills.
• Proficiency in Microsoft Office and computer databases; initiative to learn new systems.
• Strong writing and proofreading skills.
• Ability to update web pages and manage social media postings.
• Detail‑oriented with high accuracy.
• Strong interpersonal skills and effective communication with a wide range of constituencies.
• Tact, professionalism, and experience handling sensitive confidential information.

• Experience in an academic environment.

Name: Megan Wood, Deputy Director

Phone:

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