Program Coordinator – Morse Ingersoll and World Affairs Center na Beloit College

Occupational Summary:

The Academic Program Coordinator serves as the secretarial, administrative and technical resource for the faculty housed in Morse-Ingersoll Hall (MI) and the World Affairs Center (WAC) along with the Writing Works program. 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, Classics, English, Modern Languages and Literatures, and Writing Works, as well as taking primary responsibility for the stewardship of the learning spaces in the two buildings.

Schedule:

This position is scheduled for 37.5 hours per week during the academic year (mid-August through mid-May), and 20 hours per week during the summer months.

Compensation:

$15/hour, Benefit Eligible (Amazing Benefits)

Characteristic Duties and Responsibilities:

1. Provides secretarial and administrative support to faculty in Morse-Ingersoll Hall (MI) and the World Affairs Center (WAC).
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 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.
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.
6. Assists with maintenance of photocopier and fax machine; maintains records of use, and submits monthly reports to Accounting.
7. 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.
8. Assists with department communication, including coordination and production of electronic messages, website, and other social media sites.
9. Performs other similarly related duties as assigned.
10. Responsibilities for special projects, programs, and events including:
11. Writing contests:
12. Receives, collects, organizes, and maintains detailed records of student submissions. b. Phi Sigma Iota language honor society:
13. Works with faculty sponsors to solicit nominations and maintain membership lists.
14. Assists with scheduling and publicizing meetings and maintains communication with student members.
15. Annual Events:
16. Assists with organizing and publicizing events, such as Advising Practicum, New Student Open House, Senior Reception, and International Education Week events.
17. Fiction Journal:
18. Answers and organizes mail
19. Keeps a detailed record of subscriptions

iii. Collects subscription fees, deposits funds, mails journals to subscribers.

1. Mackey Residency
2. Provides administrative support to the Mackey Residency Coordinator in arranging the residency and for the Mackey Chair in Creative Writing during the residency.

During summer months, this position provides administrative support to 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;
• 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. Credentials and Experience:
• High school diploma; some college desirable.
• Previous office or secretarial experience.
• Knowledge of teacher education is a plus.

Knowledge, Skills, and Abilities:

• Ability and willingness to learn the basics of teacher licensure.
• Proficiency with Microsoft Office software; ability to learn other software relevant to duties.
• Familiarity with and/or willingness to learn to use and troubleshoot classroom technology, including projectors, document cameras, and computers.
• Proficiency with Microsoft Office software; ability to learn other software relevant to duties (e.g., Jenzabar for accounting, Reason Content Management System to support web pages, Moodle or ApplicanPro in support of faculty searches).
• Ability to learn basic troubleshooting with such technology.
• Knowledge of customer service standards and ability to use them effectively with internal and external constituencies.
• Excellent verbal and written communication skills, including grammar, punctuation, spelling, and proofreading.
• Excellent organizational skills.
• Ability to communicate effectively with faculty, administrators, staff, students and the general public.
• Ability to take initiative, plan, organize, and accurately complete assignments without delay and without immediate and constant supervision.
• Ability to maintain confidentiality of department records.
• This position requires the ability to ascend and descend stairs to access classrooms and offices, transport boxes weighing up to 25 pounds, and move between office spaces, mailroom, and other buildings as needed to perform essential job duties.

The intent of this job description is to provide the general nature and level of work required of employees who are assigned to this classification and shall not be constructed as an all-inclusive list of duties and responsibilities. Employees may be instructed to perform job-related duties and responsibilities other than those specifically presented in this description.