Administrative Associate (M@M)
General Information |
| Position Title: |
Administrative Associate (M@M)
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| Control Number: |
002501
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| Reports To: |
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| Department Name: |
Language Schools
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| Location: |
Language Schools
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| Date Prepared: |
SEP-08
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| Exempt: |
No
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Primary Purpose |
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Mills College is hosting the Middlebury College Arabic, French, Italian and Spanish Language Schools at their Oakland, CA campus.
This is a Middlebury College position and is based year-round in Oakland, CA and assists the Middlebury at Mills Operations Manager with M@M logistical and administrative support.
Location: Mills College, Oakland, CA
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Responsibilities |
Works cooperatively with others and accepts direction from supervisors.
- Works with M@M Operations Manager to schedule events and classrooms for summer program.
- Maintains calendars for M@M summer operations and academic year planning.
- Manages the M@M summer book order and collaboration with Mills Bookstore.
- Works with the M@M Operations Manager to coordinate the summer mail distribution system.
- Hires, trains, and supervises summer student workers.
- Manage five summer program catering orders in collaboration with LS Directors and Assistant Directors, working directly with Mills contracted catering company.
- Maintain M@M faculty/staff and student database in collaboration with Middlebury Language Schools administration.
- Works in Banner and Hyperion to track and create M@M data.
- General contact for all M@M correspondence: phone, email, visitors, Mills departments.
- Assists in creating annual publications: summer handbooks, marketing flyers, etc.
- Gives input for LS Viewbook.
- Creates and maintains documentation including pre-arrival and arrival information.
- Distributes to faculty/staff and students in timely manner.
- Creates and maintains CMS Web pages for M@M Website.
- Recruits for and markets the Middlebury Language Schools (both Middlebury and Mills sites) and other various Middlebury programs.
- Assists with training M@M summer bilingual assistants.
- Orders office supplies. Works with M@M Operations Manager to track M@M budget.
- Coordinates special functions such as arrival, opening ceremony, all School faculty/Staff receptions.
- Maintain all student file/folder updates to Middlebury.
- May keep duplicate student records on Mills campus.
- Prepares annual statistical reports and compiles fact sheets.
- Back up for Operations Manager at Mils site.
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Education & Training |
- Associates degree or equivalent experience preferred.
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Experience |
- 2 - 5 years experience in an academic setting with advanced computer experience preferred.
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Knowledge |
- Proficiency of foreign language being taught at M@M summer program preferred (Arabic, French, Italian and Spanish).
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Other |
- Maturity and ability to handle problems with tact, discretion, and confidentiality.
- Ability to work well under pressure.
- Must have ability to take initiative and work independently.
- Strong organizational, collaborative and facilitation skills.
- Ability to exercise good judgment in a variety of situations.
- Respect for, and ability to relate to, people from other cultures.
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