International Programs Assistant

Job description

Requisition Information

Position Information

Posted with Limited Access Yes Limited Access Period Ending Date Title International Programs Assistant Posting Number S01287 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 Int'l Prog & Off-Campus Study Location Middlebury, VT Campus Hire contingent upon successful completion of the following post-offer screening Criminal Background Check Position Summary

Position Summary

The Program Assistant provides support to the Dean of International Programs and to International Programs to help ensure the smooth functioning of the office and to contribute to its continual improvement. This individual will perform a number of critical functions and must be comfortable operating in a dynamic environment where priorities can change quickly. The Program Assistant serves as the first point of contact for prospective students, parents and Study Abroad offices at sending institutions. This individual must be able to work independently and in a directed fashion to carry out a wide range of responsibilities. The Program Assistant will be expected to handle sensitive and confidential information with great discretion, including budget and student academic information.


Essential Functions

This posting is currently accepting internal applicants only. Internal applicants are active Middlebury College employees and their spouse or partner.

Earliest anticipated start date is September 5, 2019.

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

•Provides support to the Dean including scheduling meetings/conference calls, managing calendar, and handling confidential incoming and outgoing mail
•Organizes Dean’s meetings for Faculty Advisory Board committees
•Liaison for Dean to College offices and committees
•Compiles weekly and year end statistical reports for Dean and staff
•Oversees and is the primary contact for the college-wide travel registration system, including handling all data management, web content, and training for Middlebury and Monterey campuses
•Provides detailed faculty, staff, and student travel reports to Business Services for the College insurance plan
•Responsible for daily Banner application integration with TDS
•Manages the reconciliation of Nelnet Payments and complies with PCI processes and procedures to ensure the security of credit card application payment data
•Plans and executes summer Schools Abroad directors’ conference logistics
•Coordinates special events (returnee reception and photo contest)
•Maintains confidential study abroad files
•Tracks and processes application components
•Provides detailed billing data to Bursar for bill generation for students from sending Institutions
•Point of contact for Registrar’s Office for sending institution transcript address data
•Oversees STARR budget monthly and year end reconciliation
•Processes invoices and reimbursement requests to comply with College policies in regards to allowable expenditures for travel and entertainment
•Reviews and approves procurement card charges for Dean and International Programs staff
•Reviews, tracks and submits payment for Business Card Services credit card account holders for Schools Abroad staff (over 15 accounts)
•Deposits application fees and other miscellaneous revenue (cash and checks)
•Processes vendors’ invoices
•Hires, trains, and supervises student Office Assistants
•Monitors and manages Office of International Programs mailbox
•Provides administrative staff support: research projects, mailings, answering department phone
•Notary Public for the College: notarize documents for Dean, students, faculty and staff
•Maintains inventory of supplies and supervises maintenance of equipment

General Responsibilities

•Occasional weekend and evening work is required for special events
•Performs other duties as assigned



Bachelor’s degree and some experience related to administrative office management required

Knowledge, Skills and Abilities

•Strong computer skills, including MS Office and Excel
•Ability to multi-task
•Professional customer service attitude
•Demonstrated organizational, interpersonal and communication skills, both oral and written
•Enthusiasm for study abroad and language study in general and interest in internationalization
•Ability to work with people of all ages and levels (students, parents, university officials, and colleagues)
•Must be willing to take initiative and assume responsibility, but also work collaboratively as part of a team
•Familiarity with Banner, Hyperion, PCI, Oracle, and TDS preferred


3-5 years of prior administrative experience required, preferably in higher education

Physical Demands

Must be able to complete errands across campus and sit or stand for long periods

Posting Information

Close Date Open Until Filled Yes Special Instructions to Applicants

This posting is currently accepting internal applicants only. Internal applicants are active Middlebury College employees and their spouse or partner.

Earliest anticipated start date is September 5, 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 Requirements Supplemental Questions for Posting

Required fields are indicated with an asterisk (*).

  1. * Are you (or your spouse/partner) an active Middlebury College Employee?
    • Yes
    • No
  2. * Please enter the College ID number of the active Middlebury College employee (you or your spouse or partner) if applicable.

    (Open Ended Question)

Applicant Document Required Documents
  1. Cover Letter
  2. Resume/C V
Optional Documents




    Diversity Profile: University



    View more

    Learn more on Inside Higher Ed's College Page for University

    Arrow pointing right
    Job No:
    Posted: 6/12/2019
    Application Due: 6/26/2019
    Work Type: