International Affairs/Studies, Staff/Administrative
International Programs Assistant Middlebury College
Posting Number: S01585
Position Summary: 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 Deans 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
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 Registrars 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
Qualifications Education: Bachelors 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
Experience: 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
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.