Middlebury Institute of International Studies at Monterey Operations Manager Position Information Posting Number: S01363 Full-time/Part-time: Full-time Benefits Eligible?: Yes Hourly/Salaried: Hourly Band/Level: OP3 Department: GSTILE-LPP Location: Monterey, CA Hire contingent upon successful completion of the following post-offer screening: Criminal Background check
Position Summary: Under the supervision of the Assistant Dean for GSTILE Language & Professional Programs (LPP), the Operations Manager is the initial point of contact of the non-degree programs in the Graduate School of Translation, Interpretation & Language Education. This position provides customer service to prospective and current students and clients, and administrative and logistical support to department faculty and staff. This is a full-time, non-exempt staff position.
Responsibilities Essential Functions: Manage GSTILE Language & Professional Programs (LPP) office and provide administrative support to LPP staff Order office supplies and maintain professional appearance of LPP offices; ensure that office equipment is in good working order Manage maintenance, facilities, equipment and information technology issues and requests for the department and follow through to completion Greet and handle visitors professionally and diplomatically; respond to inquiries from the public, staff, faculty, students and clients; receive, sort and distribute mail Manage program logistics from set up, through student arrival, orientation, end-of-session events and evaluation Handle room reservations and classroom assignments for LPP classes Prepare faculty offer letters and manage HCM system workflows for department Work closely with the Business Office, Cashier, Bursar, and Student Financial Services to track tuition payments and refunds, generate invoices, and verify disbursement of financial aid awards Manage and monitor accounts receivable coming in from partner organizations and clients Manage and monitor accounts payable for department, including vendor invoices, purchase orders, reimbursements, and journal entries Make travel arrangements for group programs, visitors and guests Act as single point of contact for management of student and client data and records; maintain accurate record-keeping systems for all programs, including student and budget databases and enrollment reports In coordination with Learner Services Coordinator, provide students and clients support regarding housing, health insurance, and campus and local resources; refer to Office of Students Services and International Student Advisor as necessary Liaise with other departments, such as Admissions, Records, Students Services and Human Resources, to ensure adherence to their policies and procedures as well as efficient and timely processing of necessary paperwork Maintain documentation of department policies and procedures, including student and faculty handbooks and administrative procedures manuals Hire, train, and supervise office graduate assistants Other duties as assigned
Qualifications Education: A combination of education and experience in line with the requirements outlined for this position. A typical way to meet these requirements would be a combination equivalent to two years college-level coursework, preferably in business, office management, or related field, and two years administrative office experience. Knowledge, Skills and Abilities: Quick and accurate keyboarding skills Computer literacy to include word processing, spreadsheet, and database management skills Good oral and written communication skills in English, at native or near-native level Excellent interpersonal and public relations skills, including ability to work cooperatively with culturally and linguistically diverse students, clients, staff, faculty and public Familiarity with general office procedures and common office machines Accurate record keeping skills and attention to detail Ability to implement systems that execute and track projects Ability to juggle multiple projects, prioritize work requests, and meet deadlines Willingness and ability to work independently and as a member of the department's team Willingness and ability to adapt to changing technology and systems Willingness and ability to comply with Institute policies, procedures and mandates
Experience: Five years experience in an administrative capacity, preferably with experience in an academic setting.
Posting Information Close date: Priority application deadline is October 1, 2019. Applications received after the priority deadline will be reviewed at the discretion of the search committee. Open Until Filled: Yes
Special Instructions to Applicants: Please complete an online application and submit a resume and cover letter along with three professional references.
Applicant Document Required Documents
Reference Letter 1
Reference Letter 2
Reference Letter 3
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About Middlebury Institute of International Studies at Monterey
The 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.