Academic Administrative Specialist

Champlain College; Burlington (VT); On-site; USD 55,000 - 57,000; Full time

Benefits offered by this job

Health Coverage

PTO & Vacation

Retirement Plan (403b)

Tuition Benefits

Wellness Programs

Disability & Life Insurance

EAP & Discounts

Job summary

Champlain College in Burlington, VT seeks an Academic Administrative Specialist to provide comprehensive administrative support across academic departments. You will bridge faculty, students, administration, and external partners, coordinating resources, scheduling, and communications to ensure smooth operations.

The role emphasizes continuous improvement, confidentiality, and collaboration within a team, supporting day-to-day operations and addressing campus needs in a dynamic educational

Qualifications

• Bachelor's degree required with 3–4 years of related experience; higher education preferred.
• Strong organizational, time management, and communication skills with attention to detail.
• Confidentiality and discretion in handling sensitive information; ability to prioritize in a fast-paced environment.

Responsibilities

• Forecast, administer, and track divisional budgets including program budgets and grants.
• Review and reconcile purchasing card accounts.
• Process invoices for vendors, faculty, and student reimbursements.
• Purchase divisional supplies and equipment while ensuring budget compliance.
• Support registration, advising processes, and academic support services.
• Assist with curriculum approval and movement to Curriculum Committee.
• Coordinate faculty recruitment processes and onboarding for adjuncts.
• Prepare adjunct appointment letters for terms; manage onboarding records.
• Open and maintain faculty records, including I-9, IDs, and system access.

Skills

Budget management

Organizational skills

Communication

Problem solving

Education

Bachelor's degree

Tools

Oracle HRIS

Job description

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

• 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 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

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

About Us

Founded in 1878, Champlain College is a small, private, not‑for‑profit college in Burlington, Vermont overlooking Lake Champlain and the Adirondack mountains. Its career‑driven approach to higher education prepares students for professional life from their very first semester. For the fifth year in a row, Champlain was named a "Most Innovative School" in the North by U.S. News & World Report's "America's Best Colleges" 2020 regional rankings and ranked #9 on The Princeton Review's "2025 Top Schools for Game Design."

Additional Information

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.

Champlain College does not discriminate on the basis of race, creed, color, national origin, place of birth, ancestry, religion, age, sexual orientation, sex, gender identity, veteran or military service status, HIV -positive status, qualified disability, or on the basis of any other status protected by law, and does not discriminate in the administration of its education and admission policies, scholarship and loan programs, employment practices or co‑curricular and other College‑administered programs. Champlain College will make reasonable accommodations for otherwise qualified students, applicants for admission or employment, or employees.

Champlain College is committed to fostering an inclusive and welcoming community. We believe that bringing together individuals with different backgrounds, perspectives, and experiences enriches education and strengthens our community. At Champlain, all members are valued as individuals and respected for their unique contributions.

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