Academic Department Coordinator

Job description

Requisition Information

Position Information

Posted with Limited AccessYesLimited Access Period Ending DateTitleAcademic Department CoordinatorPosting NumberS01330Full-Time/Part-TimePart-timeTypical Hours Per Week24 hour per week during academic year; no hours for 8 weeks of summerRegular, Temporary or TermRegularIf temporary or term, enter anticipated end dateBenefits Eligible?YesHourly/SalariedHourlyBand/LevelOP3Hiring Minimum$15.22DepartmentAcademic Office SupportLocationMiddlebury, VT CampusHire contingent upon successful completion of the following post-offer screeningCriminal Background Check Position Summary

Position Summary

Facilitates the educational mission of the department(s) and affiliated programs by providing administrative and technical expertise to the chair(s) and faculty members. While the duties of academic coordinators vary somewhat from department to department, all coordinators provide a high level of support to faculty, staff and students while ensuring compliance with college-wide administrative procedures. Coordinators are expected to manage multiple processes for the department and to serve as a key liaison between the academic program and all other offices on campus.

Responsibilities

Essential Functions

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

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

Provides continuity and stability during department chair transitions (every 1-3 years). Communicates institutional knowledge to incoming chairs, new faculty and staff. Advises the chair, faculty, and staff of college policies and guidelines.
Collaborates with the administration and other College offices to ensure that deadlines are met.

Manages the faculty recruiting process using current software program. Monitors compliance with all College hiring guidelines. Develops visiting candidate’s itinerary (travel, interviews, lodging, meals, and publicity), and prepares interview materials for senior administrators. Contacts short listed candidates, arranges interviews at annual convention(s), and organizes search committee chair’s travel and interview schedule, when applicable. Collaborates with the Office of Academic Affairs regarding advertising, scheduling, budgeting, and reporting.

Manages budgets including department, enrichment, endowed, start-up funds, and capital equipment using current software program. Tracks expenses, bi-monthly reconciliation of P-card transactions, and creates and reviews monthly reports with the chair. Prepares vouchers, journal entries and purchase requisitions. Assists the chair with planning the annual department budget process.

Assists the chair with coordinating the teaching schedule and prepares the course scheduling information for registration. Compares course form information for consistency with the course catalog. Reviews all course/section data to comply with the Curriculum Committee specifications. Reviews class schedules for accuracy and communicates revisions to the scheduling office. Enters approval and overrides, using current software program. Assists students and faculty in understanding the registration process.

Reviews and updates annual course catalog copy. Monitors the online catalog and submits revisions.

Assists the chair in reviewing transcripts for verification of degree requirements for both majors and minors. Processes GPA reports, using current software program. Submits tentative and final honors candidates to the Registrar’s Office. Coordinates with Events Management the processing of vouchers and certificates for senior awards. Schedules and organizes the senior department reception and any other department commencement activities.

Manages lectures, performances and special events. This includes college contracts, federal tax forms, room scheduling, crowd control, catering, travel, lodging, publicity, and media services. Coordinates joint sponsorship agreements and processes honorariums and reimbursements. When a guest is not a US citizen the coordinator also works with the Tax Office to facilitate additional requirements.

Recruits, hires, trains and supervises student employees. Verifies employment status, establishes employee record and approves timesheets using current human resources software.

Attends technology and software trainings to gain necessary knowledge of new systems to better serve the mission of the department(s).

Performs web editing on department/program pages using current software.

Participates in monthly coordinator meetings (CAOS).

General Responsibilities

Assembles required department material for external reviews. Works with academic administration to coordinate the committee schedule.

Collects and disseminates historical course materials for faculty reviews.

Establishes and maintains database of independent study projects and senior theses. Coordinates with Special Collections, the archiving of honors theses. Maintains confidential student files.

Assists in acclimating new faculty (including visiting winter term) and staff to the college and local community.

Supervises the maintenance of equipment and offices. Manages office supply inventory and acquisition. Sorts and distributes mail and when used, monitors department email.

Provides administrative support for departmental spaces. Facilitates annual office move process. Point of contact for Facilities and Custodial Services, Public Safety, Media Services, and Events Management.

Provides professional point of contact; guides current and prospective students, parents, and alumni regarding college-related inquires.

Performs other related duties as assigned.

Qualifications

Education

Associates degree required; Bachelor’s degree preferred or 5 years of administrative experience.

Knowledge, Skills and Abilities

Must have good computer literacy and ability to learn multiple programs. Strong proficiency in Microsoft Office (PC/Mac) and file sharing required. Must have high level knowledge of database management, reporting systems, and project management tools. Excellent writing and editing skills essential. Must work independently, prioritize essential tasks, and meet deadlines with frequent interruptions.

Experience

5 years of related experience

Physical Demands

Must be able to climb stairs, sit at a computer for long periods of time, and complete errands across campus.

Posting Information

Close DateOpen Until FilledYesSpecial Instructions to Applicants

Please include 3 reference letters, at least 2 of which speak to job performance.

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

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

Recommendations

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. * 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 DocumentRequired Documents
  1. Cover Letter
  2. Resume/C V
  3. Reference Letter 1
  4. Reference Letter 2
  5. Reference Letter 3
Optional Documents

     

     

     

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    Job No:
    Posted: 8/13/2019
    Application Due: 8/21/2019
    Work Type:
    Salary: