IT Operations Coordinator

The IT Operations Coordinator, OCIO reports to the ITS Director for Enterprise Architecture and Planning as a team member within the Office of the CIO (OCIO). The IT Operations Coordinator’s responsibilities include project and process coordination, financial tracking and bookkeeping, scheduling, and other administrative tasks to ensure efficiency, compliance, and smooth departmental operations across Middlebury’s Information Technology Services organization.

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

• Operational Coordination:
  Assist in the coordination and monitoring of key operational processes, such as IT change management, project timelines, and annual budget planning cycles. Manage relationships with vendors and external service providers and facilitate the contract lifecycle.
• Financial Operations and Bookkeeping:
  Coordinate and track financial and business activities for the ITS department, including processing invoices, purchase orders, expense reports, and reconciling monthly budget reports. Assist with the procurement processes for the ITS department and ensure compliance with institutional purchasing policies.
• Administrative Support:
  Provide comprehensive, confidential administrative support to members of the Office of the CIO, including managing calendars, handling correspondence, preparing presentation materials, and organizing logistics for meetings and events.
• ITS Leadership Team Support:
  Coordinate various administrative activities for the ITS leadership team, including scheduling and preparing materials for director‑level meetings and tracking follow‑up actions and decisions.
• Departmental Liaison:
  Act as an administrative point of contact and liaison between the Office of the CIO, other campus departments, vendors, external partners, and key stakeholders.
• Document and Record Management:
  Maintain and organize confidential departmental financial records, budget control, and internal bookkeeping, including files, contracts, official records, and organizational documents, ensuring easy retrieval. Work with Middlebury’s finance department to ensure proper allocation, financial reporting, and alignment with institutional policies.
• Other duties, as may be assigned from time to time.

• Bookkeeping and Fund Accounting
  
  Experience:
  
  Bachelor's degree and/or demonstrated knowledge and practical experience with detailed bookkeeping and financial tracking, preferably within a non‑profit, or private higher education setting.
• Executive Administrative
  
  Experience:
  
  Minimum of three to five years of experience providing high‑level, confidential administrative and executive support to a senior leader, preferably in a technology or academic setting.
• Sector Specific Knowledge:
  Understanding of the operational structures, organizational cycles, and unique financial or regulatory requirements of a private higher education institution.
• Organizational and Scheduling
  
  Skills:
  
  Exceptional organizational, time management, and scheduling skills, with demonstrated ability to manage competing priorities, projects, and calendars.
• Communication
  
  Skills:
  
  Excellent verbal and written communication skills with the ability to interact professionally and effectively with all levels of staff, faculty, students, and external partners. Excellent critical thinking, analytical, and problem‑solving skills.
• Software Proficiency:
  Advanced proficiency with common office software (e.g., Microsoft Office and/or Google Workspace), email, spreadsheets, and office productivity suites. Experience with financial systems/ERP software. Experience using databases, reporting tools and understanding outputs.
• Discretion and Confidentiality:
  Proven ability to handle sensitive and confidential information with discretion, integrity, and professionalism.
• Self‑Starter and Problem Solver:
  Ability to work independently and as a part of a team but also self‑motivated. Ability to bring a proactive approach to identifying potential administrative issues and developing effective solutions independently. Must have excellent communication, organizational, and interpersonal…