Program Coordinator

3 weeks 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. 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 a primary responsibility 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. 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 and Religious Studies, and Political Science, as well as taking primary responsibility for the stewardship of the learning spaces in the building.

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;
  • Collect, track, maintain and organize department files so that the program stays in compliance with rules set by the Wisconsin Department of Public Instruction;
  • 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 Department Chair with paperwork related to the licensure applications of graduates and licensure transfer requests of alumni; submitting licensure applications for graduating students seeking teaching certification and assisting alumni with similar paperwork when requesting transfer of licenses to other states;
  • Completing the annual Federal Report (Title II) in collaboration with the Department Chair.

Characteristic Other Duties and Responsibilities:

  • Provides secretarial and administrative support to faculty in Morse-Ingersoll Hall.
  • Takes primary responsibility for the stewardship of MI. 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 ISR 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.
  • Assists with departmental accounting and record keeping, processes purchase requisitions and reimbursements, maintains accounting records, maintains departmental credit card records and petty cash funds.
  • Collects and maintains applications for faculty searches, creates application logs, corresponds with applicants as needed by telephone, electronic mail, and regular mail.
  • 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.
  • Supervises student assistants and delegates tasks as needed.
  • Assists with maintenance of photocopier and fax machine; maintains records of use, and submits monthly reports to Accounting.
  • 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.
  • Assists with department communication including coordination and production of electronic messages, website, and other social media sites.
  • Performs other similarly related duties as assigned.

Note: Distribution of duties between EDYS and MI will vary based on departmental requirements and seasonal variation in workload.

Credentials and Experience:

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


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