Department Coordinator - Museums and Associated Departments

Employer
Beloit College
Location
Beloit, Wisconsin
Posted
Jun 29, 2021
Closes
Sep 09, 2021
Ref
2264059827
Position Type
Other
Hours
Full Time
Specialty
Museum Studies
Organization Type
Academic
The Coordinator for Museums and Associated Departments serves as an administrative resource for the faculty and staff housed in the Logan and Wright Museums, including the Departments of Anthropology and Art. The hours of the position are flexible, with an expectation that the employee will work fewer hours in the summer when the college is not in regular session.

Characteristic Duties and Responsibilities:
  • Provides administrative support to faculty and staff in the Logan and Wright Museums and the Departments of Anthropology and Art, including support for the Museum Studies program.
  • Takes primary responsibility for the stewardship of the Logan and Wright Museums and the Godfrey Building. This includes ensuring that the furnishings and equipment in the classrooms, workspaces, 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 and staff regarding building and equipment issues and ensures that building users are continually informed on the status of the building.
  • Coordinates work-study student employment for the museums and departments, including
  • Hire, supervise, and evaluate student workers
  • Train and schedule student workers
  • Act as contact person/general manager for student workers
  • Handle student worker timesheets and contact with Payroll
  • Educate student workers on safety and emergency preparedness
  • Arrange and notify students of key distribution and collection.
  • Acts as one of the emergency contacts for the Logan and Wright Museums and Godfrey building and serves as building coordinator for Logan and Wright Museums and Godfrey buildings.
  • Assists with museum and department accounting and record keeping, processes purchase requisitions and reimbursements, maintains accounting records, and processes and maintains relevant credit card records.
  • Collects and maintains applications for faculty and staff searches, creates application logs, corresponds with applicants as needed by telephone, electronic mail, and regular mail, coordinates candidate visits.
  • Schedules building meeting rooms and serves as consultant for those who have reserved spaces as they plan their events.
  • Assists with arrangements for special events (residencies, guest lecturers, etc.), assists with travel and lodging arrangements, works with Accounting and Payroll on payment arrangements.
  • Facilitates the scheduling of courses, meetings and events through, e.g., collecting information on the timing of course offerings, collecting faculty and staff members' weekly schedule, and working with Registrar's Office, Residential Life, and Student Activities on special scheduling requests.
  • Assists with museum and departmental communications including coordination and production of electronic messages, website, and other social media sites.
  • Attends departmental and museum meetings and records meeting minutes as needed.
  • Manages office workflow, including supervision of student workers

  • Knowledge/Skills/Qualifications:
  • High school degree or equivalent.
  • Prior office experience; proficient computer skills, including word processing, spreadsheets, website maintenance, and social media platforms.
  • General bookkeeping or accounting skills.
  • Ability to communicate effectively, both in writing and orally, including proficiency in English.
  • Ability to interact effectively with diverse faculty, staff, students and the general public.
  • Ability to work efficiently and accurately without immediate and constant supervision.
  • Strong time management and organizational skills.
  • Ability to maintain the confidentiality of department and program records.


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