Administrative Coordinator
Ball State University
Muncie, IN
Job posting number: #7285825 (Ref:BSU45201)
Posted: October 8, 2024
Application Deadline: Open Until Filled
Job Description
Ensure the smooth and efficient operation of the office with primary supervisory responsibility for the office staff.
The Department of Educational Psychology welcomes applications for an Administrative Coordinator.
Job Function:
Ensure the smooth and efficient operation of the office with primary supervisory responsibility for the office staff.
Minimum Education:
Associate's degree or an additional two years of related experience will be accepted in lieu of an associate's degree.
Minimum Experience:
One through three years of related office experience.
Preferred Experience:
Experience in a university setting; supervisory experience; experience with Microsoft Office suite; prior university experience with university systems (e.g. Argos, HR-TMS, Banner, Kronos, SciQuest, etc.); additional years of related experience.
Duties and Responsibilities:
- Budget and Financial ManagementOversee departmental budgets, monitor expenditures, place purchase orders, and manage materials from vendors for the department and the clinics. They will verify faculty load and pay each semester utilizing FLAC; enter EPAFs as needed. They will oversee travel authorizations and reimbursements, ensuring policy compliance. Additionally, they will manage the graduate assistantship hiring process, including completing contracts, and monitoring associated budgets.
- Records and Document ManagementCompile, type, and maintain all departmental records, including course masters, load reports, committee minutes, promotion and Tenure, salary, and special leave documents, faculty handbook, and other documentation pertinent to department business.
- Faculty, student, and guest supportSupport the chair with load sheet and course assignment, monitor class sizes and grant permissions for additional students as needed. They will utilize university systems to support faculty requests, manage student information, and oversee course and program enrollment data. Additionally, they will assist students and visitors with inquiries and provide guidance on specific concerns related to course enrollment.
- Office and Equipment ManagementEnsure main office security, manage calls, greet visitors, and respond to inquiries. They will assign office space to faculty and students, arrange necessary furniture and equipment, and handle repairs, installations, and maintenance of hardware and software. Additionally, they will track maintenance orders and oversee the checkout and logging of projectors, computers, rooms, and office keys. They will manage and update the department website.
- Staff and Student Worker Supervision
Oversee staff and student workers, manage training, and make supervision-related recommendations. They will also provide technology training to staff and student workers in the front office. - Event CoordinationAssist with departmental social events, workshops, and other gatherings, coordinating catering, room reservations, and related logistics.
- Other DutiesPerform other related duties as assigned to ensure smooth operation of the department.
- Attendance
Maintain regular and predictable attendance.
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.
