Operations Coordinator

Mon - Fri, 8-5.

Hanover, NH
Vail 414

The BCB Program Coordinator is responsible for independently managing the Biochemistry & Cell Biology Graduate Program, handling administrative functions of the BCB office, overseeing all department seminars, events and communication, and will also assist with research administration and financial reporting.

The BCB Operations Coordinator is responsible for independently managing the Biochemistry & Cell Biology Graduate Program, handling administrative functions of the BCB office, overseeing all department seminars, events and communication, and may assist with research administration and financial reporting. We're looking for someone who thrives in a busy, collaborative environment and enjoys balancing a variety of projects and priorities.

Technical Skills: Proficiency in learning new systems. Experience working in systems such as: Canvas, Banner, iExpense, Onbase Unity Cient, Oracle, Kronos, eProcurement, Procurement Card, and software (e.g., Microsoft Office, Adobe Creative Suite), InDesign and Photoshop.

Communication Skills: Ability to write clear emails, effectively relay information, and interact with visitors, faculty, students and colleagues in a professional manner.

Problem-Solving Ability: Capability of identifying issues, think critically, and develop solutions. Ability to manage multiple tasks/projects from inception to completion, and adhere to deadlines, with high quality output.

Interpersonal skills: Must have professional interpersonal skills such as active listening, managing sensitive conversations, being discrete, problem-solving mindset and collaboration.

Adaptability: Flexibility to handle change, learn new skills quickly, or adjust to new assignments.

Time Management: Ability to prioritize tasks, meet deadlines, and manage workload efficiently.

Higher Education: Must have experience working in higher education/academic setting.

A degree in business administration, management, or a related field. Additionally, the ideal candidate will have several years of experience in an administrative or manager role with experience leading projects and/or events. Experience in financial transactions, analytical thinking and working in higher education.

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

This position is primarily an onsite role located in Hanover, NH. While some flexibility may be available, the successful candidate is expected to work in the office for the majority of the work week.

* Manages the administrative functions of education programs including compliance with required reporting and tracking of activities and accomplishments.

* Manages the department's graduate level courses including scheduling and registering courses, and management in online platforms such as Canvas.

* Support teaching faculty in recording grades, providing statistics to the course directors and reserving appropriate rooms.

* Monitors student's course enrollment and liaises with Guarini each term to ensure program requirements are being met.

* Monitors security of and students' access to graded exams.

* Make arrangements for approved disability-related accommodations for students.

* Interacts with and responds to questions from teaching faculty and students.

* In partnership with Guarini, creates and maintains all files and tracks progress of students in the graduate program.

* Coordinates and supports students through their thesis defense and graduation process.

* Responsible for all aspects of event planning and execution. Works with campus partners and external vendors on venue reservations, event setup/breakdown, audio/visual requirements, event catering and all other event specific activities.

* Develops and maintains a comprehensive events calendar for all of BCB and partner events.

* Responsible for the development, implementation and maintenance of event itineraries, protocols and checklists, including event invitations, guest lists, registration, and pre- and post-event correspondence.

* Creates and distributes all background materials to stakeholders for events and programs.

* Serves as the logistics point of contact for all invited speakers, assisting with pre-event calls, travel, accommodations, audio/visual and speaker specific needs.

* Responsible for and tracks event and speaker invoices, payments and reconciles receipts.

* Coordinates with other offices and departments to arrange co-sponsorship of events.

* Plans, manages, and handles administrative functions of the Department/Office.

* Establishes deadlines, determines priorities and coordinates and adjusts workload on a daily basis.

* Anticipates and recognizes problems and/or issues and brings them to the attention of the Operations Director.

* Develops, implements, and modifies office systems and administrative policies and procedures.

* Serves as the primary contact for students, alumni, faculty, and professional staff colleagues, and other constituents via email, phone, and office walk-ins.

* Prepares a wide variety of materials such as correspondence, flyers, handouts; proof reading to ensure accuracy.

* Maintains office files and department databases, following records retention procedures.

* Manages departmental and program websites.

* Maintains office equipment and orders office supplies.

* Coordinates with Geisel Facilities office on office moves and other facility related issues including equipment disposal, tagging and tracking.

* Regularly handles confidential or sensitive information and exercises discretion concerning its disposition.

* Interprets, applies and explains office, department, and College policies and procedures.

* Supports the office's mission to foster inclusiveness and diversity.

* Manages assigned grant accounts for the department

* Reconciles expenses and revenues for assigned accounts while identifying, researching, and correcting errors on a timely basis.

* Prepares and processes payables, deposits, journal transfers, etc.

* Authorizes expenses within areas of responsibility.

* Prepares monthly reports for faculty researchers and works collaboratively to resolve discrepancies.

* Ensures compliance with sponsor terms, university policies/procedures and federal regulations.

* Analyzes the financial impact of ongoing and planned operating and research activities, available funding, and anticipated fluctuations in funding.

* Reports gaps in funding to Operations Director.

* Participates in developing the annual budget. Analyzes department spending and makes budgetary recommendations.

* Manages purchases for the Department/Office.

* Utilizes reports in financial and administrative systems and databases, research transactions and accounting details to ensure accuracy.

* Process reimbursements, interdepartmental billing, and deposits for faculty, staff, and students.

* Reconcile corporate and procurement card purchases by department member.

* The Operations Manager will provide training and guidance to the Operations Assistant with various duties such as financial and administrative tasks, academic coordination and event management.

* The Operations Manager will oversee BCB bi-weekly employees' timecards and will provide guidance with timesheet completion and correct errors as needed.

* In collaboration with the BCB Administrative team, the Operations Manager will provide training in new systems (such as iExpense, Onbase, and Kronos) and support new employees in various onboarding tasks.