Program Coordinator

1 month ago

Beloit, United States Beloit College Full time
Job DescriptionJob Description

The Academic Program Coordinator serves as the secretarial, administrative, and technical resource for the faculty housed in Morse-Ingersoll Hall and the World Affairs Center. This position is scheduled for 37.5 hours per week during the academic year from mid-August to mid-May. This position is scheduled for 20 hours per week during the summer. As part of the position, the coordinator works closely with the Department of Education and Youth Studies (EDYS; housed in MI Hall) to meet their various administrative needs in teacher education, specifically in its regulatory compliance with the Wisconsin Department of Public Instruction (DPI). In addition, the coordinator also assists with other secretarial and administrative needs of over twenty faculty members in Critical Identity Studies, Education and Youth Studies, History, Philosophy, Political Science, Greek, Latin, and Ancient Mediterranean Studies, English, Modern Languages and Literatures, and the Writing Program, as well as taking primary responsibility for the stewardship of the learning spaces in the buildings.

Characteristic Duties and Responsibilities:

  1. Provides secretarial and administrative support to faculty in Morse-Ingersoll Hall and the World Affairs Center.
  2. Takes primary responsibility for the stewardship of MI and WAC. This includes ensuring that the furnishings and equipment in the classrooms, lounges, and public spaces are ready for faculty and student use, and that building and equipment issues are promptly reported to Physical Plant and LITS for resolution. Communicates regularly with faculty regarding building and equipment issues and ensures that building users are continually informed on the status of the building.
  3. Assists with departmental accounting and record keeping, processes purchase requisitions and reimbursements, maintains accounting records, maintains departmental credit card records and petty cash funds.
  4. Collects and maintains applications for faculty searches, creates application logs, corresponds with applicants as needed by telephone, electronic mail, and regular mail.
  5. Assists with arrangements for special events (guest lecturers, etc.), corresponds with guests, assists with travel and lodging arrangements, works with Accounting and Payroll on payment arrangements.
  6. Supervises student assistants and delegates tasks as needed.
  7. Assists with maintenance of photocopier and fax machine; maintains records of use, and submits monthly reports to Accounting.
  8. Maintains current schedules for each faculty member and classroom and works with the Registrar's Office, Residential Life, and Student Activities on special scheduling requests.
  9. Assists with department communication including coordination and production of electronic messages, website, and other social media sites.
  10. Performs other similarly related duties as assigned.
  11. Responsibilities for special projects, programs, and events, including:
    1. Writing contests:
      1. Receives, collects, organizes, and maintains detailed records of student submissions.
    2. Phi Sigma Iota language honor society:
      1. Works with faculty sponsors to solicit nominations and maintain membership lists.
      2. Assists with scheduling and publicizing meetings and maintains communication with student members.
    3. Annual Events:
      1. Assists with organizing and publicizing events, such as Senior Receptions and International Education Week events.
    4. Beloit Fiction Journal:
      1. Answers and organizes mail
      2. Keeps a detailed record of subscriptions
  • Collects subscription fees, deposits funds, mails journals to subscribers.
  1. Residencies
    1. Provides administrative support to the Mackey and Crom Residency Directors in planning and executing the residencies.

During summer months, provides administrative support to other academic departments and faculty as needed.


Education and Youth Studies Specific Duties:

  • Tracks and maintains records for all EDYS student majors to help ensure that requirements are met in a timely manner;
  • Paperwork, contracts, budgeting and reimbursement, and event arrangements related to teacher education (e.g. payment to cooperating teachers; paperwork related to student teaching placements);
  • Collecting results from annual surveys with alumni, graduates and employers, with results filed in the DPI document room;
  • Assisting the Director of Teacher Education as needed with tasks related to teaching licensure and DPI compliance. .

Credentials and Experience:

  • High school diploma; some college
  • Previous office or secretarial experience.
  • Knowledge of teacher education is a plus.


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