Program Support Manager, Alumni & Parent Programs

Job description

Requisition Information

Position Information

Posted with Limited Access No Limited Access Period Ending Date Title Program Support Manager, Alumni & Parent Programs Posting Number S01161 Full-Time/Part-Time Full-time Typical Hours Per Week 38.75 Regular, Temporary or Term Regular If temporary or term, enter anticipated end date Benefits Eligible? Yes Hourly/Salaried Hourly Band/Level OP4 Hiring Minimum $19.53 Department Office of Advancement Location Middlebury, VT Campus Hire contingent upon successful completion of the following post-offer screening Criminal Background Check Position Summary

Position Summary

The Alumni and Parent Programs (APP) Program Support Manager is responsible for programmatic support to the members of the Alumni and Parent Programs team, in addition to providing administrative support for both the AVP and the Director. The Program Support Manager is responsible for all logistical support for the MAA Alumni Board and its 3 meetings each year. The Program Support Manager hires, trains and supervises the Reunion Student Host Coordinator, all student workers and any other administrative staff.


Essential Functions

Offer is contingent upon successful completion of a criminal background check.

Manages the Events Scheduling Resource 25 for the APP team for major campus events, including Reunion, Fall Family Weekend, Alumni Leadership Conference/ Homecoming, Feb Celebration and Athletic Hall of Fame.

Maintains traffic control for the hundreds of emails and print materials sent by APP to alumni, parents and friends annually; handles the coordination of event posts to Master Events Calendar and the Advancement Communications Calendar.

Hires trains and supervises the Reunion Host Coordinator who works in APP full time for 5 months. Also oversees the hiring and training of other administrative support staff and student workers, who work 12 months a year. Training includes confidential and office protocols, proper use of Banner, Hyperion, Outlook, and other relevant tools.

Ensures that the APP office is providing excellent and timely customer service to alumni, parents, students, faculty, staff in person, or via phone and e-mail.

Serves in the central role for ensuring that APP budgets are reviewed regularly and any necessary adjustments are made to maintain accuracy.

Maintains office manuals that specify protocols, policies and best practices for the myriad inquiries and situations that the APP staff face daily.

Develops the systems and support structure to run the APP office efficiently and effectively, establishing the workflow for coordinating mailings, maintaining office files, assisting with office projects, preparing project requests and work orders, processing and preparing vouchers, invoices, purchase orders, journal entries, reconciling credit card statements and ensures PCI compliance for APP’s commerce activities.

Supports the Associate Vice President and Director, including but not limited to travel planning, calendar scheduling, preparation for events, and completing Banner contacts.
Provides all administrative support for the Alumni Board of Directors. Coordinates all meeting logistics, maintains alumni nominations and supporting materials for annual awards, coordinates with the AVP on annual timeline of activities and deadlines.

General Responsibilities

Works cooperatively with others and accepts direction from supervisors.

Provides general project and planning support as needed.

Performs other duties as assigned.



High school diploma required. Bachelor’s Degree preferred.

Knowledge, Skills and Abilities

Excellent customer service and organizational skills a must.

Knowledge of database software essential.

Proof reading and editing skills a plus.

Must be able to manage multiple and competing projects on an on-going basis.

Must be able to work weekends as necessary.

Must have a valid VT driver’s license.


5 -7 years previous experience in service-oriented field.

Supervisory experience preferred.

Physical Demands

Must be able to climb stairs and lift 50 lbs.

Posting Information

Close Date Open Until Filled No Special Instructions to Applicants

Offer is contingent upon successful completion of a criminal background check.


Some postings require contact information for reference providers for confidential letters of recommendation.

Recommendation Letter Requirements Supplemental Questions for Posting

Required fields are indicated with an asterisk (*).

  1. How did you hear about this employment opportunity?
    • Middlebury web site
    • Email Job Alert
    • LinkedIn
    • Employee Referral
    • Newspaper advertisement
    • Other
Applicant Document Required Documents
  1. Cover Letter
  2. Resume/C V
Optional Documents




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    Job No:
    Posted: 12/29/2018
    Application Due: 2/27/2019
    Work Type: