"Academic Administrative Specialist"

Job Description

The Academic Administrative Specialist provides comprehensive administrative support to academic departments, serving as a vital bridge connecting faculty, students, administration, and external stakeholders. This position ensures the smooth functioning of academic programs through effective coordination of resources, scheduling, communications, and administrative processes.

In this collaborative role, the specialist promotes a culture of continuous improvement by acting as a central point of contact and problem solver for campus stakeholders and partners. Working within a team environment, this position fosters strong partnerships across the academic community while supporting day-to-day departmental operations.

The ideal candidate brings exceptional organizational skills, attention to detail, and the ability to handle confidential matters with discretion. This is an exciting time to join Champlain as we continue to adapt our academic model to meet the evolving needs of students, industry, and the contemporary educational landscape.

Key Responsibilities:

Budget & Financial Operations

• In partnership with Deans, forecast, administer, and track divisional budgets including program budgets, Student Experience Grants, summer programs, gift lines, Freeman Foundation Grant, and Center for Innovation & Entrepreneurship
• Review and reconcile purchasing card accounts to ensure alignment with budget forecasts and limits
• Process invoices for external and internal vendors, faculty and student reimbursements
• Purchase divisional supplies and equipment while maintaining budget compliance

Academic Program Support

• Harmonize professional academic systems that enhance student success, supporting faculty with registration, advising processes, and academic support services
• Ensure division curriculum is approved and moved along to Curriculum Committee
• Support lab access for all program students and maintain records for academic meetings
• Provide administrative support for student, faculty, and community events, conferences, and workshops

Faculty Support & Personnel Administration

• Coordinate faculty recruitment processes including interview coordination, candidate communications, and travel arrangements
• Prepare and issue adjunct appointment letters for fall, spring, and summer sessions
• Orient and onboard new faculty/adjuncts including office setup, technology needs, I-9 documentation, ID cards, and system access
• Track timing for faculty evaluations, promotions, and maintain adjunct service history in accordance with the Collective Bargaining Agreement

Communication & Compliance

• Prepare confidential student communications and support dismissal/probation notification processes
• Ensure deadline compliance for attendance verification, book orders, grade submission, early alerts, and add/drop reminders
• Generate reports, analyze data, and act as liaison to the People's Center for Adjunct Union compliance
• Develop and maintain correspondence templates for efficient communication

Requirements:

• Bachelor's degree and minimum of 3-4 years of related experience; prior experience in Higher Education strongly preferred
• Excellent organizational, time management, and communication skills with exceptional attention to detail
• Critical thinking and problem-solving capabilities with ability to prioritize in a fast-paced environment
• Proficiency in Microsoft Office Suite, Google Suite, and HRIS systems (preferably Oracle)
• Strong relationship-building skills with ability to work effectively with diverse stakeholders while maintaining strict confidentiality

Working Arrangements:

• Full-time (37.5 hours/week), on-campus position based at our main campus in Burlington, VT
• Standard business hours (Monday-Friday, 8:30am-5:00pm) with occasional evening or weekend hours for special events
• Comfortable office environment with extensive computer use
• Requires occasional travel between campus buildings for meetings and events
• Ability to lift 25 pounds

Compensation & Benefits:

Annual Salary: $55,000 - $57,000

Comprehensive Benefits Package:

• Health Coverage: Medical, dental, and vision insurance with HSA and FSA options
• Paid Time off: 16 holidays, 4 weeks of vacation, 2 weeks sick time and 2 days of personal leave
• Retirement: 403(b) plan with 3% employer matching contribution
• Education: Tuition benefits for employees and family members
• Wellness: Gym discount and Wellness programs with up to $300 annual incentives
• Welfare: Short-term and long-term disability coverage, plus life insurance
• Other Perks: Employee Assistance Program (EAP) with counseling services, access to employee discounts and local/national benefit programs

Application Instructions:

To apply, please follow the link below and submit the following application materials:

• Resume/CV
• Cover Letter addressing the desired qualifications and how your experiences contribute to the academic excellence and inclusive community at Champlain College.

The College seeks candidates who can enhance its mission through their work, life experiences, service, teaching, or research. Please include specific examples of how you would contribute to these efforts in your Cover Letter.

To streamline our hiring process and ensure fairness for all candidates, we manage all recruitment communications through our online application system. Please do not call regarding your application status. We'll reach out directly if we'd like to schedule an interview.

The successful completion of a criminal background check is required as a condition of employment.