30 days old

Arts & Sciences Program Administrator

Dartmouth College
Hanover, NH 03755
  • Job Code

Dartmouth College

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.

Position Information

Position Title
Arts & Sciences Program Administrator

Asian Societies, Cultures and Languages & Linguistics

Position Number

Position Purpose

To manage, oversee and coordinate all administrative functions of the programs, including prioritization of multiple activities. To advise and support the Chairs and faculty on departmental administrative matters, ensuring efficient, accurate and timely operations and sound fiscal management.

SEIU Level
Not an SEIU Position


Employment Category
Regular Full Time

Department Contact for Cover Letter
Professor Allen Hockley and Professor James Stanford, Chairs

Special Instructions to Applicants

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, 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.

Key Accountabilities

Administration 20%

  • Manages, oversees and coordinates administrative functions and activities of the programs, with 5 distinct languages/culture tracks in ASCL , including establishing internal deadlines and priorities to meet external ones. Examples include course related deadlines for registrar, Dean of Faculty, Divisional Council, college committees and COI ; financial deadlines with payroll, accounts payable, P-Card transactions/reconciliations for multiple cardholders; event planning; teaching-related deadlines such as textbook orders.
  • Interprets and applies college wide policies, ensuring program adherence.
  • With chairs, develops and implements program policies and procedures, communicating such to faculty, staff, students and visitors.
  • Serves as liaison between the chairs and program faculty, college administrative offices such as the Registrar, Dean of Faculty office, college committees, LSA and FSP programs, International Office, Residential Life, other departments and programs, students and staff.
  • Provides updates and/or revises the ORC , Prospectus, timetables, elective circulars, classroom scheduling and final exams, Senior Honors, recruiting pamphlets.
  • Provides notification/listings to events calendar, First-Year Advising Handbook, Event Flyers, Blitzmail bulletins and Commencement Program.
  • Oversees the administrative functions of the Chinese Language House, helps organize cultural events and coordinates the scheduling of space.
  • Solicits applications for residency, works with faculty advisor to select candidates. Makes housing assignments; collaborates with Program Liaison ( UGA ) regarding ORL issues, use of facilities and requests for changes to the house and programming.

Financial/Budget Management 20%

  • In conjunction with the chair, develops the programs budgets within parameters set by DOF Fiscal Office including operating and reserve accounts and endowments.
  • Develops and prepares budget reports and financial projections for the programs. Monitors and reconciles all accounts and advises Chairs on financial issues.
  • Initiates electronic purchase orders, journal transfers, requests for reimbursements and forms for disposition of prizes, honoraria, awards and research stipends.
  • Understands and applies knowledge of purchasing matrix, OASIS , Oracle and Banner systems.

Faculty Support 20%

  • Coordinates and organizes faculty searches, including advising search chairs and faculty on recruitment policies. Coordinates the scheduling of space at the Chinese Language House.
  • Orients and advises faculty and visiting faculty to maintain and ensure continuity.
  • Assists the Chairs in faculty appointment process and assures compliance with guidelines.
  • Monitors for timeliness visiting and research faculty appointments, re-appointments and promotions, initiating appropriate action.
  • Processes confidential information including material on promotion/tenure review, hiring and personnel matters and course evaluations. Maintains personnel files for each faculty member.
  • Advises and supports faculty/chairs on start-up, Burke and faculty reserve budget accounts, including use of chart strings.
  • Assists Chairs in coordinating faculty teaching assignments; monitors FTE allotments and equitable distribution of teaching loads among faculty. With Chair, attends annual meeting with Deans to negotiate proposed assignments.

Communication 10%

  • Serves as the primary point of contact representing the programs to the institution and external constituencies, including students, visitors and community members. Responds to inquiries and provides information regarding the programs, their missions, policies, course offerings, study-abroad opportunities, and internship programs.
  • Monitors the academic progress of all majors and minors, communicating regularly with students about their programs and reminding them of academic and program requirements and deadlines. Provides students with information regarding requirements for honors thesis projects and independent study.
  • Edits and distributes written material including program newsletters, first-year letters, letters of recommendation, ORC , first-year advising handbooks, FSP brochures, elective circulars, prospectus, blitzmail bulletins and commencement programs. Develops content as needed in coordination with chairs.
  • Provides regular updates to the program web page; solicits "newsworthy" material for the websites from faculty, students, and alumni.
  • In conjunction with the A&S Development Office, coordinates stewardship efforts including correspondence with donors. Updates information on prizes and awards; provides information to the Development Office.

Event Coordination 15%

  • Responsible for the coordination/implementation of the following types of events: program meetings, lectures, workshops, conferences, faculty, guest speakers, student presentations, open houses, social gatherings and seminars.
  • Responsible for the advertising/public relations, invitations, room, equipment, food and expense management for department/program events.

Information Management and Data Collection 10%

  • Adhering to institutional policies and procedures, maintains a comprehensive array of manual and electronic records such as inventories, budgets, undergraduate majors/minors records, graduate student records, student information and personnel files.
  • As appropriate, determines retention and disposition for specific information not otherwise covered by institutional policies, such as department meeting minutes.
  • Tracks student enrollments, monitors student trajectories, and compiles relevant enrollment data sets to assist faculty in student advising and outreach work.

Staff Development 5%

  • Hires, trains and supervises student employees; assigns daily work and recommends hourly rate increases.
  • Aids in recruiting faculty research assistant, tutors and TAs
  • Reviews timesheets.

--Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.--Performs other duties as assigned



Posted: 2020-10-27 Expires: 2020-11-27

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Arts & Sciences Program Administrator

Dartmouth College
Hanover, NH 03755

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