The Academic Program Coordinator serves as the secretarial, administrative and technical resource for the faculty housed in the World Affairs Center and the Writing Center. The position is part time from August 1 to mid-May. The coordinator assists with the secretarial and administrative needs of approximately thirty faculty members in Classics, English, Modern Languages and Literatures, and the Writing Center, as well as taking primary responsibility for the stewardship of the learning spaces in the building.

Characteristic Duties and Responsibilities:

1. Provides administrative support to faculty within the World Affairs Center and the Writing Center.
2. Takes primary responsibility for the stewardship of the World Affairs Center. This includes ensuring that the furnishings and equipment in the classrooms, labs, faculty offices, lounges, and public spaces are ready for faculty and student use, and that building and equipment issues are promptly reported to Physical Plant and IT 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. Oversees student worker(s) assigned to departments housed in the World Affairs Center.
4. Assists with departmental accounting and record keeping, processes purchase requisitions and reimbursements, maintains accounting records, maintains departmental credit card records and petty cash fund.
5. Collects and maintains applications for faculty searches, creates application logs, corresponds with applicants as needed by telephone, electronic mail, and regular mail, and assists with arrangements for candidate campus visits and for search committee travel (when necessary).
6. 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.
7. Assists with maintenance of networked printer/photocopiers and fax machine.
8. Maintains current schedules for each faculty member and classroom and works with Registrar’s Office, Residential Life and Student Activities on special scheduling requests.
9. Assists with department communications 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 Advising Practicum, New Student Open House, Senior Reception, and International Education Week events.
    4. Fiction Journal:
       1. Answers and organizes mail and emial.
       2. Keeps a detailed record of subscriptions and fulfills online orders.
       3. Collects subscription fees, deosit funds, and mails journals to subscribers.

Credentials and Experience:

• High school diploma; some college desirable.
• Previous office or secretarial experience.

Because equity and inclusion are central to our students’ liberal education and vital to the thriving of all members of our residential learning community, Beloit College aspires to be an actively anti-racist institution. We recognize our aspiration as ongoing and institution-wide, involving collective commitment and accountability. We welcome employees who are committed to and will actively contribute to our efforts to celebrate our cultural and intellectual richness and be resolute in advancing inclusion and equity. We encourage all interested individuals meeting the criteria of the described position to apply.

Located in a diverse community close to Madison, Milwaukee, and Chicago, Beloit is a selective undergraduate liberal arts college that attracts students from across the United States and the world. The college emphasizes excellence in teaching, learning beyond the traditional classroom, international perspectives, and collaborative research among students and faculty. It is recognized as one of the Colleges That Change Lives.

AA/EEO

Application review will begin immediately and will continue until the position is filled.

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