Learner Services Coordinator

Job description

Requisition Information

Position Information

Posted with Limited AccessNoLimited Access Period Ending DateTitleLearner Services CoordinatorPosting NumberS01338Full-Time/Part-TimeFull-timeTypical Hours Per Week37.5Regular, Temporary or TermRegularIf temporary or term, enter anticipated end dateBenefits Eligible?YesHourly/SalariedHourlyBand/LevelOP3Hiring Minimum$18.14DepartmentGSTILE-LPPLocationMonterey, CA CampusHire contingent upon successful completion of the following post-offer screeningCriminal Background Check Position Summary

Position Summary

Under the supervision of the Director of Marketing and Operations, the Learner Services coordinator oversees the inquiry management, admissions processes, and learner support services for the Middlebury Institute’s Language and Professional Programs. This is a regular, full-time staff position.


Essential Functions

•Manage the application life cycle for all LPP applicants, from initial inquiry through admission
•Administer an inquiry management system for the department
•Maintains admissions-related support systems for, including but not limited, Salesforce/TargetX/Pardot platform, Banner database, Hyperion/Argos reporting system, as well as future technical solutions implemented by the institution.
•Works collaboratively with ITS to ensure that Banner and Salesforce data connections are accurate and working properly.
•Identify and implement opportunities and activities that yield prospective students to enroll in programs
•Implement web-based initiatives, including but not limited to the maintenance of program webpages and social media outreach
•Supervise and coordinate office graduate assistants, including their training and project assignments
•Provides learner support regarding admissions, payments, registration, and systems.
•Communicates with students regarding Middlebury and outside financial aid and billing issues.
•Maintains confidential records including academic files, database, and documentation of all learners and applicants.
•Maintains current knowledge of ADA policies, procedures, and services for students and faculty, and works closely with Office of Students Services on implementation of ADA accommodations.
•Maintains and applies knowledge of FERPA guidelines in management of student records.
•Maintains all contact (written, telephone, email, office visits) with prospective and continuing learners.
•Assists with new student orientation, co-curricular activities, and end of session ceremonies.
•Handles registration including Add/Drop and final grades.
•Maintains knowledge of and advises Program Directors on Institute policies and guidelines, and on federal regulations as they pertain to programs.
•Coordinates all logistical and administrative arrangements for on-campus programs, including classroom assignments, catering, lectures, performances, book orders, technology needs, etc.

General Responsibilities

Other duties as assigned.



•Relevant Bachelor’s degree preferred.

Knowledge, Skills and Abilities

•Professional and credible team player committed to a proactive, solution-based environment
•Exceptional interpersonal, organizational, and communication skills – both written and verbal
•Excellent interpersonal and public relations skills, including ability to work cooperatively with culturally and linguistically diverse students, staff, faculty, and public
•Proficiency in a second language a plus
•Flexible, creative, energetic, positive personality
•Capacity to prioritize and organize work requests and projects, often under pressure
•Ability to learn complex policy and procedures and to apply them to individual cases
•Familiarity with Customer Relationship Management systems and best practices
•Willingness and ability to adapt to changing technologies and systems
•Willingness and ability to comply with Institute policies, procedures, and mandates


•A minimum of two years’ work experience, preferably in recruiting, admissions, or student services in higher education context.

Physical Demands

The Monterey institute of International Studies maintains a smoke-free workplace and complies with the Federal Drug-Free Schools and Communities Act and Drug-Free Workplace Act. The position requires moderate-to-heavy physical exertion.
Essential job functions require ability to sit for extended periods of time, walk, bend, climb, push/pull, lift and carry up to 25 pounds occasionally. Also requires fine dexterity and ability to grasp, i.e. for writing and word processing/data entry.

Posting Information

Close DateOpen Until FilledYesSpecial Instructions to Applicants

Complete an online application and submit all required documents.
Priority deadline is September 30, 2019. Applications received after this date will be reviewed at the discretion of the search committee.


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 (*).

    Applicant DocumentRequired Documents
    1. Cover Letter
    2. Resume/C V
    Optional Documents
    1. Certification
    2. Reference Letter 1
    3. Reference Letter 2
    4. Reference Letter 3




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    Job No:
    Posted: 10/4/2019
    Application Due: 11/20/2019
    Work Type: