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Administrative Associate

Employer
Middlebury College
Location
Vermont, United States
Salary
Salary Not specified
Date posted
Oct 12, 2022


Description

Serves as campus coordinator for the Bread Loaf Oxford program at Lincoln College, University of Oxford. Responsible for general program support in essential areas (payroll, course catalogue, residential life, scholarship awards, assessments). Assists Vermont campus coordinator in summer operations, including hiring and management of summer staff.


Oxford campus coordinator
• Oversees the set-up and running of the BLSE Oxford campus, working primarily from Vermont with some opportunity to work from the Oxford campus for part of the summer session.
• Serves as the primary contact for Bread Loaf Oxford students, faculty, and staff year-round.
• Serves as liaison to staff at Lincoln College, Oxford.
• Coordinates Princeton Bread Loaf Fellows program. Includes: serving as liaison to Princeton English department, creating and distributing Oxford session booklet for prospective applicants, and pre-registering selected Fellows in courses.
• Collects and compiles Oxford campus information annually for website and other communications. Includes reaching out to Lincoln College staff, BLSE on-site director, and other university or local service providers (health, library) for updates.
• Manages enrollment and data for all Oxford students. Includes: reviewing files of returning student to assess eligibility for re-enrollment; consulting with dean on questionable applicants and assisting with rejection/probation letters.
• Manages student academic records. Includes: tracking completion of degree requirements, keeping students updated on their status, verifying information on degree audits for MA and MLitt students, and processing student evaluations.
• Facilitates course registration, setting and monitoring course caps in consultation with the dean, handling Drop/Add and course waitlists, and processing requests to take a course overload.
• Compiles weekly enrollment statistics for internal use.
• Sets Financial Aid codes, and tracks deposits and financial aid decisions.
• Assigns on-campus housing for students, faculty, and staff in consultation with Lincoln College.
• Assists with hiring, training, and supervision of on-site summer staff. Includes working with staff before and after the session for preparation and planning.
• Serves as primary contact and liaison to dean/associate director for individual, community, or campus problems, keeping records, assessing situation, helping identify and assess possible solutions.
• Assists on-site director with scheduling and arranging of summer events. Includes: researching the local area for extra-curricular options; creating and publishing the summer calendar, in consultation with the on-site director.
• Initiates contracts and invoice payments for Oxford tutors and speakers.
• Oversees Commencement program and planning. Includes: preparing graduation information for seniors.
• Compiles and review program evaluations, flagging areas for attention.
Administrative Associate


General program support
• Prepares appointment letters and processes payroll info for all summer faculty and staff and student employees.
• Coordinates process of collecting and preparing course descriptions & schedules for program catalog and website.
• Coordinates residential/health support (manages Sentry tracking, e.g.).
• Supports awarding of scholarships. Includes: updating scholarship descriptions, preparing database of candidates, sending award letters, arranging scholarships receptions, gathering thank you notes from recipients, drafting stewardship letters for donors.
• Collects and compiles program stats and archival materials.
• Supports program reviews, reaccreditation, and BLSE Advisory Board meetings.
• Manages Dean's summer schedule and year-round travel.
Vermont campus support
• Assists Vermont campus coordinator with summer session operations, serving as an essential back-up and taking on special projects as needed.
• Serves as liaison to Actors Equity, processing contracts and payments, and ensuring that BLSE is meeting Equity requirements.
• Assists with hiring of and setting expectations for Vermont summer staff, primarily wait staff, Apple Cellar assistants, Dean's Assistants (DAs). Includes preparing or updating job information and DA handbook; keeping running list of possible candidates.
• Arranges mandatory training for Vermont summer staff. Involves working with Facilities, Dining, and other Middlebury offices to arrange alcohol, fire and safety, and other trainings.
• Approves timesheets for Vermont summer staff and student workers.
This is considered a full time, hourly, benefits eligible position with a .875 full time equivelency (33.75 weekly hours). The salary range for the position is $19.25 - $25.00 per hour.


Requirements


Education:
Bachelor's degree required.

Knowledge, Skills, & Abilities:
General office skills; proficiency with Microsoft Office, including Word and Excel, required; familiarity with Banner, Oracle, Google apps, Outlook, and Zoom preferred; experience with Slate or Drupal and with payroll useful.

Excellent communication, organizational, interpersonal, and data-collecting skills. Must be able to work under pressure, set priorities, and meet deadlines and to be meticulous with detail-oriented projects. Must work well and flexibly as part of a team, with ability also to take initiative, work independently, and develop new skills. Must be able to handle student, faculty, and staff matters with discretion and confidentiality.


Experience:
3 to 5 years of office experience. Experience with academic institutions preferred and with graduate programs and humanities a plus.

Other:
Offer is contingent upon successful completion of a criminal background check.
Covid-19 vaccination, including booster if eligible, is a condition of employment. For more information follow this web link:
https://www.middlebury.edu/office/covid-19-updates...


Benefits
As an employee of Middlebury College, you will enjoy being part of a vibrant supportive community.
• Middlebury Colleges offers its employees excellent compensation and competitive health, dental, life, disability, generous retirement matching, and vision benefits, Middlebury offers a generous time-away program - up to 34 days per year during the first two years of service, increasing as the term of service lengthens. Middlebury employees are eligible for robust educational assistance programs as well as free or reduced rates for cultural events and use of sporting facilities (including the College's golf course and Nordic and alpine ski area). The result is a very high quality-of-life in a gorgeous setting.
• Middlebury Colleges offers its employees excellent compensation and other perks of employment including:
• MiddCard Privileges: access to athletic facilities, discounts at the College store, library privileges, and discounts at cultural and sporting events. In addition, the card allows door access to certain campus buildings. Spouses or domestic partners of benefits-eligible employees are eligible to receive a Spouse/Partner card with the same privileges as the employee card (except door access).
• Discounts on season passes at Middlebury College Snow Bowl, the Ralph Myhre Golf Course and the Rikert Ski Touring Center.
• Access to our Partner Inclusion Program that provides comprehensive support services to the spouses and partners of Middlebury employees.
• A full listing of our benefit offerings can be found on our website by following this web link: https://www.middlebury.edu/office/human-resources/...



Come join us and be a part of our team!

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