Academic Department Coordinator Middlebury College
Posting Number: S01792
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.
Offer is contingent upon successful completion of a criminal background check.
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 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, 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 Registrars 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, 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.
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.
Qualifications 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.
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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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.