Assistant, Academic Affairs

Job description

Assistant, Academic Affairs
Middlebury College

Posting Number: S01572

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

This is a one-year term position.

In collaboration with all members of the Academic Affairs team, provides administrative and logistical support across multiple team functions, including curriculum, external reviews, office assignments, academic policy tracking, faculty meetings, faculty elections, and the academic leave program

Essential Functions:
Prepares and organizes materials for the Curriculum Committee’s meetings; maintains a database of proposals and requests submitted to the committee; assists with entering all new courses into Banner after approval. Updates department/program major and minor requirements as approved by the committee. · Supports all aspects of preparing the Course Catalog, including data entry, distribution to departments for review, revision, publication, and maintenance. · Supports curricular aspects of Summer Study, including curriculum committee’s review of summer study course proposals liaising with other offices as needed, and ensuring a smooth handoff to the Assistant Director of University Relations. Processes vouchers and keeps records for summer study as needed. · Facilitates the faculty office assignment process, including relevant communication with academic departments and the Office Moves Manager, and resolution of space issues. Manages assignment of faculty library carrels and Emeriti workspaces. · Maintains statistics on student enrollments, majors, and related data for routine use by academic departments and administrators, and by request for specific data needs. · Assists the VPAA with preparation for Board of Trustees meetings. Takes minutes at the College Board of Advisors meetings. · Provides administrative and operational support for faculty meetings in collaboration with VPAA/DoF and Faculty moderator. This includes compiling and preparing agenda packets, and arranging meeting venues and catering services. Takes minutes at monthly faculty meetings. Maintains historical record of faculty legislation, ensuring that changes to the Handbook are made as needed.

· In collaboration with the Dean for Faculty Development and Research, administers the faculty leave program, maintains the leave schedule, and documents efforts by faculty to obtain outside funding for leaves. · Tracks faculty eligibility for election to committees, prepares electronic ballots, and maintains history of faculty committee service. · Assists in the planning and logistics for 2-4 external reviews per year of academic departments/programs, including communication, coordination of documents, travel arrangements, and reimbursement. · Schedules meetings and maintains calendar for the Dean for Faculty Development and Research and the Dean of Curriculum. · Assists with webpage updates for Academic Administration
Works cooperatively with others and accepts direction from supervisors. · Performs other related duties as assigned.

General Responsibilities:
Works cooperatively with others and accepts direction from supervisors.
· Performs other related duties as assigned.


Associate’s Degree or equivalent office management experience required.

Knowledge, Skills and Abilities:
Knowledge of Banner database, and PowerBI reporting helpful. Requires strong writing, management, organizational, and communication skills. Ability to maintain good rapport with faculty, staff, and students required. Must be detail-oriented, be able to handle confidential information with discretion, and work well under pressure with frequent interruptions. Must be open to learning new software programs and platforms. Must have the ability to work independently (with limited supervision), juggle and prioritize essential tasks, adapt to change, and possess the capacity to be a strong team player.

3-5 years previous experience with administrative/secretarial tasks required, preferably in an academic setting. Strong experience in Microsoft Office, Excel, and Outlook is required, and in FileMaker Pro is strongly preferred. Experience with the SCT Banner Student System. Familiarity with structure and governance of the College a significant plus

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

Offers of employment are contingent on completion of a background check. Information on our background check policy can be found here:

To apply, visit

Middlebury is an equal-opportunity employer where diversity, equity, and inclusion are core values. To this end, Middlebury recruits talented and diverse faculty, staff, and students from across the United States and around the world. Middlebury encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically underrepresented communities. Middlebury also invites applications from individuals who demonstrate an ongoing commitment to advancing diversity, equity, and inclusion in the workplace.

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Job No:
Posted: 6/4/2021
Application Due: 6/4/2033
Work Type: Full Time