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Academic Coordinator, MATH, Luso-Hispanic Studies

Middlebury Institute of International Studies at Monterey
Middlebury, VT

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Job Details

Posted with Limited Access:



Academic Coordinator, MATH, Luso-Hispanic Studies

Posting Number:




Typical Hours Per Week:

38.75 per week during academic year; 8 weeks of no work in summer

Regular, Temporary or Term:


Benefits Eligible?:






Hiring Minimum:

Commensurate with experience


Academic Office Support


Middlebury, VT Campus

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

Criminal Background Check

Position Summary:

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

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.

Essential Functions:

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.

Works with the Spanish TA to facilitate student registration for the Language Tables.

In conjunction with the Housing Office collects and processes applications for the Spanish House rooms. Works with department faculty to select students and communicates with the students selected to confirm residency in the Spanish House each semester.

Attends department meetings to take minutes and provide immediate advice regarding college policy and procedures if necessary.

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.


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.


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.

Open Until Filled:


Special Instructions to Applicants:

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


Working at Middlebury Institute of International Studies at Monterey

Middlebury Institute of International Studies at Monterey, a graduate school of Middlebury College, provides international professional education in areas of critical importance to a rapidly changing global community, including international policy and management, translation and interpretation, language teaching, sustainable development, and non-proliferation. We prepare students from all over the world to make a meaningful impact in their chosen fields through degree programs characterized by immersive and collaborative learning, and opportunities to acquire and apply practical professional skills. Our students are emerging leaders capable of bridging cultural, organizational, and language divides to produce sustainable, equitable solutions to a variety of global challenges.

In 2010, the Institute became a graduate school of Middlebury College. Middlebury is known worldwide for its leadership in undergraduate language instruction and international studies, and features both summer language immersion programs and Schools Abroad in 16 countries and 37 cities around the globe. Middlebury is also home to the oldest environmental studies program in the nation.

Monterey and Middlebury share much more than a common interest in cross-cultural communication and the environment, though—we share a commitment to making a difference in the world, and are building a truly global network of programs for future leaders in areas from translation and interpretation to environmental policy, economic development to language education, conflict resolution to sustainable business.

Middlebury Institute of International Studies at Monterey offers graduate programs that prepare innovative professionals to provide leadership in cross-cultural, multilingual environments. Practical skills, collaborative processes, and innovative approaches are defining features of a Monterey Institute education. The Institute’s unique "Monterey Way" learning model ensures that students are learning through firsthand experiences in more than one language. Middlebury Institute of International Studies at Monterey learners are problem solvers and process masters, building sustainable, equitable solutions for a global community through our interdisciplinary blend of business, policy, and language.


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