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Academic Program Coordinator - Science Center

Beloit College
Beloit, WI

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Administrative Jobs
Institutional & Business Affairs, Program Administration, Technology, Analysts & Programming
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

The Academic Program Coordinator serves as the secretarial and administrative resource for the faculty housed in the Science Center. The Science Center has faculty in eight disciplines: Astronomy, Biology, Chemistry, Computer Science, Geology, Mathematics, Physics, Psychology, plus the Health and Society and Environmental Studies programs. The position is scheduled for 37.5 hours per week from mid-August to mid-May, reducing to 20 hours per week during the summer months. The coordinator assists with the administrative needs of over 35 faculty members, as well as taking primary responsibility for the stewardship of the learning spaces in the building. During summer months, the Academic Program Coordinator will provide administrative support for other academic departments and faculty as needed.

Characteristic Duties and Responsibilities:

  1. Provides administrative support to faculty in the Science Center.
  2. Takes primary responsibility for the stewardship of the Science Center. 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 IT for resolution. Communicates regularly with faculty regarding building and equipment issues and ensures that building users and continually informed on the status of the building.
  3. Acts as one of the emergency contacts for the Science Center.
  4. Assists with department and division accounting and record keeping, processes purchase requisitions and reimbursements, maintains accounting records, maintains departmental credit card records.
  5. Collects and maintains applications for faculty searches, creates application logs, corresponds with applicants as needed by telephone, electronic mail, and regular mail, coordinates candidate visits.
  6. Schedules building meeting rooms and serves as consultant for those who have reserved spaces as they plan their events.
  7. Assists with arrangements for special events (guest lecturers, etc.), assists with travel and lodging arrangements, works with Accounting and Payroll on payment arrangements.
  8. Facilitates the scheduling of courses, meetings, and events through, e.g., collecting information on the timing of course offerings, collecting faculty members’ weekly schedules, and working 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. Manages office workflow, including supervision of student workers.
  11. Performs other similarly related duties as assigned.
  12. Responsibilities for special projects, programs, and events, such as:
  13. Departmental publications (e.g., newsletters):
  14. Assist with typesetting and production of publication.
  15. College Symposia
  16. Assist with organization of event and production of publication when a Science Center faculty member is the primary coordinator.
  17. Special Divisional Programs (e.g., Health Professions Advisory Committee, WiscAMP)
  18. Assist with organizing and publicizing events
  19. Assist with collecting and submitting recommendations for graduate school programs
  20. Annual Events:Assist with organizing and publicizing departmental events (e.g., graduation receptions, Homecoming receptions)

Credentials and Experience:

  1. High school diploma; some college desirable.
  2. Previous office 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.

Posting Date09/21/2021Closing DateUntil filledOfficeSanger Center for the SciencesHow to Apply

Application review will begin immediately and will continue until the position is filled. Please submit cover letter and resume to the link below.

Begin Your Application


Working at Beloit College

Beloit College was founded in 1846, when Wisconsin was still a territory. The early curriculum was built on the classical tradition, but students were given an unusual amount of freedom to choose their own courses. Today, Beloit is recognized for its longstanding commitment to curricular innovation, and its first-year initiatives and international education programs.

The Beloit College community is diverse and noted for its passionate engagement with ideas and the world. Its 1200 students are from nearly every state, the District of Columbia, and more than 40 nations. Twenty percent of its students are non-Caucasian; ten percent come from countries other than the United States. No more than ten percent of a graduating class is represented in any one of Beloit's majors.

98% of Beloit's 103 full-time faculty members hold a Ph.D. or the highest degree in their field. Teaching is the faculty's highest priority but all professors are active scholars and artists. Many are leaders in educational reform. Professors serve as mentors, guides, and partners on research projects and academic work. A strong tradition of student-teacher collaboration contributes to the college's lively intellectual community.

Beloit offers more than fifty majors, more than thirty minors, and a number of dual-degree and pre-professional programs. A flexible curriculum, grounded in rigorous study encourages independent research, fieldwork, and collaboration with peers and professors. Coursework is interdisciplinary, experiential, and global in scope. The average class size is 15 students; Beloit's student-to-faculty ratio is 11:1.

Beloit's wooded forty-acre campus includes twenty-eight buildings in a range of architectural styles; four buildings are listed on the National or State Register of Historic Places. The campus is marked by winding pathways, expansive lawns, displays of public art, and ancient Indian mounds.

The college's academic facilities include the internationally recognized Logan Museum of Anthropology, the Wright Museum or Art, a state of the art performing arts complex and research labs equipped with advanced technology. Beloit offers more than thirty international programs, dozens of domestic study programs, and hundreds of internships and field study programs.


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