Academic Department Coordinator, Psychology Middlebury College
Posting Number: S01273
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.
This position is for the academic year; there are 8 weeks off (unpaid) in summer, from mid-June to mid-August.
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 candidates 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 chairs 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 and P-card transactions, and creates and reviews monthly reports with the chair. Uses Oracle to make purchases as needed, and instructs others how to do so as needed. Assists the chair with planning the annual department budget process.
Places orders through various vendors for supplies used by faculty and students in course work and research. Works closely with the Undergraduate Research office to obtain necessary approvals and monitor spending.
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 Registrars Office. Coordinates with Events Management the processing of payments 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.
Prepares student theses for professional binding with the current bindery vendor using their software program.
Assists Subject Pool Coordinator with the online research scheduling and credit database system; maintains and updates the various users and privileges, courses, etc.
Supports PSYC/NSCI-appointed and -affiliated faculty, and NSCI students with PSYC faculty advisors.
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.
Assists Chairs in gathering enrollments and majors statistical information for curricular planning purposes and for inclusion in EAC proposals as needed.
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 and visiting 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.
Attends department meetings and retreats to take minutes.
Performs other related duties as assigned.
Qualifcation Education: Associates degree required; Bachelors 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.
From its proud history spanning more than two centuries, Middlebury College has emerged as one of a handful of the most highly regarded liberal arts colleges. Middlebury is unique among these schools in being a classic liberal arts college that also offers graduate and specialized programs operating around the world.