Administrative Assistant

Position Purpose This role provides cross‑functional administrative and logistic support across the Medical and Healthcare Advancement (MHA) team and in support of the missions of the Geisel School of Medicine at Dartmouth College and Dartmouth Health. Coordinates administrative and operational activities that enhance relationship management with donors and prospects, streamline support for gift officers, increase departmental efficiency, and ensure the smooth execution of strategic initiatives. Required Qualifications Associate degree or the equivalent combination of education and experience. Detail‑oriented in preparing documents, presentations, and donor‑facing materials. In‑depth knowledge of office procedures and administrative best practices. Strong writing skills and editing skills, with the ability to draft professional correspondence and communicate with donors. Exceptional organizational and planning skills, with the ability to manage multiple priorities and deadlines. Proficient with Microsoft Outlook, Word, Excel, and donor databases such as The Raiser’s Edge or Advance. Excellent communication and interpersonal skills with a strong customer service orientation. Demonstrated initiative, sound judgment, and the ability to work independently and proactively. Ability to maintain confidentiality and handle sensitive donor and institutional information with discretion. Ability to work collaboratively within a team structure and across departments. Strong commitment to a diverse working environment and to serving the needs of a large and diverse community. Three plus years of administrative assistant experience, preferably in a complex, fast‑paced environment. Preferred Qualifications Bachelor’s Degree preferred. Experience supporting fundraising professionals, gift officers, or senior leadership in a development, advancement, or nonprofit setting strongly preferred. Schedule This is a hybrid position with an expectation of periodic on‑site presence to support donor engagement, senior leadership needs, and team collaboration. The role requires a minimum of two on‑site workdays per month, with flexibility around scheduling. The role also requires attendance at quarterly in‑person, all‑staff meetings and in‑person Development team meetings held every other month. 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. Special Instructions – Tobacco‑Free Policy 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: Responsibilities Provide direct administrative support to senior staff, managing complex calendars and scheduling, prioritizing competing demands, and ensuring seamless daily operations. Coordinate cross‑functional projects, track progress on key deliverables, prepare agendas, take notes, and follow through on action items as needed. Draft, edit, and distribute high‑quality correspondence, reports, and presentations. Maintain consistent and professional communication across all channels to strengthen institutional relationships and promote engagement. Maintain documentation to support effective communication, decision‑making, and goal attainment. Exercise sound judgment when handling sensitive information, inquiries, and competing priorities on behalf of senior leaders. Donor & Development Coordination (30%) Manage scheduling and calendars for donor visits and meetings, including coordinating travel arrangements and accommodations. Support donor strategies by maintaining accurate records in The Raiser’s Edge and Advance systems. Collaborate with gift officers, communications, stewardship, and donor relations staff to coordinate logistics for donor meetings and events (materials, room reservations, catering, travel, follow‑up communications). Maintain accurate accounting of expenses, including invoices and contracts, ensuring timely submission. Provide ongoing programmatic support such as data entry, mail coordination, gift‑in‑kind tracking, and related tasks to facilitate development team operations. Provide on‑site support for donor meetings, events, and leadership engagements as needed. Project & Workflow Management (20%) Lead or support special projects across multiple departments or advancement functions, managing timelines, resources, and deliverables. Develop and maintain systems to track tasks, deadlines, calendars, project milestones, and budget expenditures. Identify process improvement opportunities and implement solutions to enhance operational efficiency and programmatic impact. Professional Development & Engagement (10%) Participate in organization‑wide initiatives and trainings supporting a diverse, equitable, and inclusive work culture. Utilize internal and external resources for personal and professional development. Attend departmental and organizational retreats focused on planning, team building, and professional growth. Stay informed on Advancement trends and best practices, applying them to your work. 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. #J-18808-Ljbffr