Administrative Coordinator

Ball State University

Muncie, IN

Job posting number: #7087219 (Ref:BSU27649)

Posted: October 15, 2021

Application Deadline: Open Until Filled

Job Description

Perform organizational, program, supervisory, and secretarial duties within the Multicultural Center; provide program and fiscal support responsibilities.

With the opening of a new Multicultural Center, Ball State University is looking for an Administrative Coordinator. This ongoing position also includes an excellent benefits package.

Job Function:

Perform organizational, program, supervisory, and secretarial duties within the Multicultural Center; provide program and fiscal support responsibilities.

Minimum Education:

Associate’s degree or equivalent in office administration or related field. 

Minimum Experience:

Over one through three years of administrative experience.

Preferred Experience:

Administrative experience in a university setting; experience working with historically marginalized students. 

Duties and Responsibilities:

  • Maintain, monitor, and balance all Multicultural Center budgets including but not limited to (main budget, EXCEL summer program budget, student wage budget, Foundation Account, and grants); includes prepare and maintain financial statistics and prepare summary reports; follow up on expenditures; complete appropriate paperwork; reconcile transactions for department credit card, handle miscellaneous budget matters.
  • Provide secretarial support for the office; includes maintain appointment calendars for the Director, Assistant Director, and graduate assistants; order and maintain inventory of office supplies; make purchases utilizing department credit card and university purchasing procedures; make department deposits; sort and distribute department mail and other information; assist students and visitors. 
  • Assist with preparation and planning for cultural, social, and educational programs; prepare speaker contracts; provide assistance to outside speakers; make all catering arrangements for programs.
  • Make travel arrangements for staff; including airline, car, and hotel reservations, conference registrations; prepare all necessary documentation, including travel authorization; prepare vehicle requests and check requests; process travel expense vouchers.
  • Serve as area coordinator for entering all student hours (graduate assistant, peer advocate leaders, EXCEL mentors, social media and marketing intern, office employees) into Kronos timekeeping system and approving hours on a bi-weekly basis.
  • Type and maintain a record of correspondence, university forms, reports, memoranda, contracts, office publications, etc; assist with proofing and editing documents for office staff.
  • Coordinate and maintain content of Multicultural Center website of 40+ individual webpages;input all Multicultural center events on electronic calendar.
  • Hire and supervise student employees; includes advertise for open positions; interviewing and selection; schedule work hours; maintain, assign and review work, orient and train staff; conduct performance appraisal and discipline of student employees.
  • Maintain hard copy and computerized filing systems for the office.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Coordinate space reservation process; includes approving reservation requests; inputting requests into space calendar; maintaining space reservation calendar; tracking space use; communicating space request confirmations; and following-up with space users as needed.
  • Assist with co-sponsorship requests and approval; includes verifying request forms are completed; communicating with contacts of approved requests; managing and coordinating purchases, transfers, and reimbursements; maintain all related paperwork.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.


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