International Programs Assistant

Job description

Posted with Limited Access:



International Programs Assistant

Posting Number:




Typical Hours Per Week:


Regular, Temporary or Term:


Benefits Eligible?:






Hiring Minimum:



Int'l Prog & Off-Campus Study


Middlebury, VT Campus

Hire contingent upon successful completion of the following post-offer screening:

Criminal Background Check

Position Summary:

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.

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:

• 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

• Responsible for daily Banner application integration with TDS

• Manages the reconciliation of Cybersource 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 (i.e. food, lodging, transportation)

• Coordinates special events (returnee reception and photo contest)

• Overseas exchange student application process (liaise with ISSS)

• 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

• Provides expense reporting support to faculty traveling to Schools Abroad for site visits

• 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

Open Until Filled:


Special Instructions to Applicants:

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.




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Job No:
Posted: 6/6/2021
Application Due: 6/19/2021
Work Type: Full Time