Program and Budget Coordinator

Job description

The Program and Budget Coordinator is an integral member of the Student Engagement team who serves as a resource for students and approximately 150 student organizations, and provides support for leadership development and events and programs.

The Program and Budget Coordinator supports the Office of Student Engagement by carrying out the budgeting, accounting, and financial reporting for student organizations, campus events, and programs with an annual budget exceeding $2.5 million.

The role works directly with student leaders, college staff, and external vendors to process financial transactions, maintain compliance with college policies, and ensure accurate records.

In addition, the coordinator provides training, guidance, and day-to-day support to student leaders and student employees in managing financial and programmatic responsibilities.




This is a full time, benefits eligible, hourly position with a hiring range of $24.47 - $30.59 per hour.


Core Responsibilities:


+ Coordinate all financial and business activities for the department and student activity fee use through the Student Government Association, student organizations, and collaborating departments.



+ Collaborates with Supervisors to manage and monitor all finances (student fee money, gifts from donors, incremental, and endowed funds), totaling over 2.5 million annually, for student organizations (over 150) and activities, including approving and tracking expenditures, processing payments, reconciling accounts (over 325) and providing annual budget recommendations based on spending patterns and projected student fees.



+ Provide logistical support to Office of Student Engagement for initiatives and campus-wide programming.



+ Train and support student leaders in understanding budget guidelines, financial policies, and funding procedures.

+ Maintain all financial records, budget control, and internal bookkeeping for the department, working with the College’s finance department to ensure proper allocation, financial reporting, and alignment with College policy and manage all PCI Compliance.



+ Manage relationships with vendor and external service providers to support student programming and facilitate the entire contract lifecycle, from requisition to closeout, including organizing student submitted forms, coordinating with administrators to appropriately contract with external vendors, ensuring timely payment initiation, and maintaining communication with artists, agents, and vendors throughout the process.



+ Coordinate and serve as Student Engagement liaison with support services (Facilities, Dining, Media Services, Global Ops, Publish Safety, Event Management, Cashiers Office, LIS, Accounts Payable, and Mailing Services).



+ Lead the planning, coordination, and execution of all Exploration Fund–approved events and projects, as well as the Winter Term Workshops program.

Collaborate with campus partners (Events Management, Box Office, Facilities, etc.), selecting workshops and instructors, scheduling events, managing contracts and expenses, supporting student organizers, overseeing event promotion, creating the program catalog, and utilize project management tools to monitor progress across initiatives


Requirements


+ Associate degree or equivalent experience in budgeting or finance.



+ Relevant computing skills, strong attention to detail and organizational skills.



+ Excellent organizational, communication, and interpersonal skills with the ability to work collaboratively with a diverse group of students, staff and faculty.

+ Excellent computer skills including Excel, Word, PowerPoint, and ability to learn Drupal and Oracle.

Experience with student engagement platforms preferred.



+ Experience using databases, reporting tools and understanding outputs.



+ Experience in a busy office environment.



+ Ability to work independently, handle frequent interruptions, and juggle multiple tasks at the same time.



+ Excellent critical thinking, analytical, and problem-solving skills as well as the ability to manage multiple priorities and meet deadlines.



+ Must also be detail oriented.



+ Must have demonstrated ability to facilitate the learning and development of students.







Physical Demands and Working Conditions:

Occasional night and weekend work.

Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards.


Other:

An offer for this position is contingent upon successful completion of a criminal background check and references.

Benefits

As an employee of Middlebury College in Vermont or the Middlebury Institute in California, you will enjoy being part of a vibrant supportive community.



Middlebury offers its employees excellent compensation and competitive health, dental, life, disability, generous retirement matching, and vision benefits, and a generous time-away program - up to 34 days per year, increasing as the term of service lengthens.

Employees are eligible for robust educational assistance programs.

The result is a very high quality-of-life in a gorgeous setting.

Middlebury Colleges offers its employees excellent compensation and other perks of employment including:


+ MiddCard Privileges: access to athletic facilities, discounts at the college store, library privileges, and cultural and sporting events.

Spouses or domestic partners are eligible to receive a card with the same privileges.

+ Discounts on season passes at Middlebury College's Snow Bowl, the Ralph Myhre Golf Course and the Rikert Outdoor Center.

+ Access to our Partner Inclusion Program (https://www.middlebury.edu/human-resources/work-middlebury/partner-inclusion-program) that provides comprehensive support services to the spouses and partners of Middlebury employees.



+ A full listing of our benefit offerings can be found on our website (https://go.middlebury.edu/benefits%20) or click to see some of the other fun perks of working at Middlebury, whether in Middlebury, VT (https://e.issuu.com/embed.html?d=middlebury_hr_field_guide_for_printing&u=middleburyinstitute) or Monterey, CA (https://e.issuu.com/embed.html?d=institute_hr_field_guide_issuu&u=middleburyinstitute) !



Middlebury College is an equal-opportunity employer where diversity, equity, and inclusion are core values.

To this end, the College recruits talented and diverse faculty, staff, and students from across the United States and around the world.

Middlebury College encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically underrepresented communities.

The College also invites applications from individuals who demonstrate an ongoing commitment to advancing diversity, equity, and inclusion in the workplace.

Required Skill Profession

Other General