Administrative Coordinator for the Office of the Executive Director
Ball State University
Muncie, IN
Job posting number: #7304868 (Ref:BSU47249)
Posted: March 31, 2025
Application Deadline: Open Until Filled
Job Description
Provides administrative support and coordinates functions for the Executive Director and Office of External Affairs at the Indiana Academy; Serves as the lead administrative support for the Indiana Academy; provides administrative support for hiring, payroll, billing, grant tracking, Foundation expenditures, travel expenditures, and purchasing. This position also requires the completion of similar tasks, as described in the job duties, at Burris Laboratory School.
The Indiana Academy welcomes applications for an Administrative Coordinator for the Office of the Executive Director.
Job Function:
Provides administrative support and coordinates functions for the Executive Director and Office of External Affairs at the Indiana Academy; Serves as the lead administrative support for the Indiana Academy; provides administrative support for hiring, payroll, billing, grant tracking, Foundation expenditures, travel expenditures, and purchasing. This position also requires the completion of similar tasks, as described in the job duties, at Burris Laboratory School.
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 year through three years of administrative support experience in an office setting.
Preferred Experience:
Three through five years of administrative support experience; experience working within a secondary school or higher education setting.
Duties and Responsibilities:
- Prepare all bi-weekly payroll tasks for the approval of the Executive Director. Coordinate with Ball State Human Resources on all employee payroll questions.
- Perform all business functions for the Office of the Executive Director and the Office of External Affairs, including grant and Foundation expenditures; oversee compliance with University policies and procedures for all Academy divisions.
- Maintain regular and predictable attendance.
- Process all financial aid applications and communicate with families seeking financial aid. Attend orientation and move-in events to answer billing and financial questions. Approve Foundation expenditures for student financial aid.
- Work with the Indiana Department of Education and Academy personnel in Academy reporting.
- Process all employee travel requests and reimbursements.
- Responsible for International Program billing. Work closely with the International Program Coordinator on all financial issues concerning international students.
- Supervise, coordinate, and approve all purchases for the Indiana Academy, including online purchasing, receiving, year-end expenditures, store orders, and vendor files. Track technology purchases throughout the year. Prepare, process, and maintain records of all University business transactions relating to Indiana Academy divisions throughout the year. Maintain Academy purchasing records.
- Coordinate and prepare outgoing mailings for the Office of the Executive Director and the Office of External Affairs.
- Maintain office equipment and materials. Organize and maintain an adequate inventory of necessary office supplies/items.
- Serve as the first point of contact in the office by greeting visitors, answering phones, taking messages, providing oral/written information, or directing inquiries to the appropriate areas/people.
- Coordinate with Burris Laboratory School to complete all athletic-related tasks connected to TMS hiring, payroll, and EPAFs. Coordinate with Burris Laboratory School on other tasks assigned by the Executive Director.
- Perform other related duties as assigned.
- Serve as the TMS (Talent Management System) hiring manager, enter new position requests, update position descriptions, and perform other duties assigned to the TMS hiring manager. Maintain position slots and retention/hiring/promotion information for all Academy personnel. Process all EPAF’s contracts, search documents, etc.
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.
