Administrative Coordinator

Job description

Requisition Information

Position Information

Posted with Limited AccessNoLimited Access Period Ending DateTitleAdministrative CoordinatorPosting NumberS01221Full-Time/Part-TimeFull-timeTypical Hours Per Week38.75Regular, Temporary or TermIf temporary or term, enter anticipated end dateBenefits Eligible?YesHourly/SalariedHourlyBand/LevelOP3Hiring Minimum$15.22DepartmentOffice of Grants and Sponsored ProgramsLocationMiddlebury, VT CampusHire contingent upon successful completion of the following post-offer screeningCriminal Background Check Position Summary

Position Summary

The Administrative Coordinator works with the Director and the other members of the Office of Grants and Sponsored Programs (OGSP) to support the identification, cultivation, and solicitation of grants from foundation and corporate prospects and government agencies. This work involves a high level of engagement with internal and external constituents. As such, the Administrative Coordinator should have outstanding communication and interpersonal skills, and the ability to manage multiple tasks in a deadline-driven environment. This role requires accuracy and attention to detail, highly-developed customer service skills, and the ability to work independently and take initiative. As the work of OGSP evolves, the Administrative Coordinator will play a key role in adapting new technologies and systems to help maximize the overall productivity and efficiency of the office.


Essential Functions

Earliest anticipated start date is July 1, 2019.

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

•Provides administrative support to the Director and OGSP team.
•Manages administrative operations, including setting up meetings, making travel arrangements, and managing logistics for foundation site visits.
•Facilitates timely follow-up of contacts and meetings, including contact notes, correspondence and reports.
•Produces reports to be used for analysis and internal dissemination of OGSP metrics.
•Responds to general inquiries from the public, students, faculty and staff regarding the functions of OGSP.
•Supports the ongoing use of InfoEd (electronic grants management system).
•Supports OGSP’s research of current and potential corporate, foundation, and government funders. Familiarizes herself/himself with techniques for OGSP prospect research. Plays a key role in preparing Presidential briefings for visits with foundation leaders.

General Responsibilities

•Provides administrative and technical support, including responding to information requests and emails; scanning and photocopying documents; scheduling appointments and meetings.
•Effectively develops, manages and maintains protocols for record keeping and electronic storage of data.
•Assists Director with management of department resources, including budget, personnel, equipment, and supplies. Runs budget reports and provides routine budget review, reconciliation, and reallocation, including Procurement Card expense tracking. Prepares vouchers and journal entries.
•Participates in and contributes to OGSP team meetings.
•Proofreads and edits copy generated by self, supervisor, and others.
•Updates OGSP Web site with content and assists with Web-related projects.
•Participates in training and professional development opportunities to gain necessary knowledge to better serve the office and fulfill job responsibilities.
•Contributes to the overall success of OGSP by working on special projects and performing other tasks as assigned.



•Applicants should have a combination of education and experience in line with the requirements outlined for this position. A typical way to meet these requirements would be a combination equivalent to two or more years of college-level coursework, preferably in business, office management, or related field, and two years administrative office experience.

Knowledge, Skills and Abilities

•Self-motivated and results-oriented with the ability to work both independently and as a member of the OGSP Team.
•Exercises sound judgment, prioritizes and manages time effectively, and works capably under pressure while exercising creativity, diplomacy, and discretion.
•Strong interpersonal skills, including ability to interact professionally with a diverse group of faculty, staff, senior administrators, donors, and students.
•Strong writing, editing, and proofreading skills.
•Attention to detail and keen problem-solving skills highly desired.
•Computer literacy to include Microsoft Office Suite, particularly Word and Excel; knowledge of Power Point is helpful. Ability to become proficient on InfoEd research administration software and the donor database Raiser’s Edge.
•Ability to maintain confidential information and handle sensitive issues and materials.
•Willingness to use and adapt to changing technologies and systems.
•Willingness and ability to comply with policies and procedures.
•Enthusiasm for and interest in higher education highly desired.
•Able to maintain outstanding customer service in a fast-paced environment.
•Knowledge of and sensitivity to cultural and diversity issues and ability to interact well with people from a variety of backgrounds/experiences.


See Education

Physical Demands Posting Information

Close DateOpen Until FilledNoSpecial Instructions to Applicants

Earliest anticipated start date is July 1, 2019.

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 RequirementsSupplemental 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 DocumentRequired Documents
  1. Cover Letter
  2. Resume/C V
Optional Documents




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    Job No:
    Posted: 6/4/2019
    Application Due: 8/3/2019
    Work Type: