Administrative Coordinator

Ball State University

Muncie, IN

Job posting number: #7136131 (Ref:BSU36357)

Posted: March 24, 2023

Application Deadline: Open Until Filled

Job Description

Supervise and coordinate all departmental administrative operations and serve as a departmental liaison to other departments, the college administration, and the university.

Job Function:

Supervise and coordinate all departmental administrative operations and serve as a departmental liaison to other departments, the college administration, and the university.

Minimum Education:

Eighteen months of secretarial training or education beyond high school or equivalent.

Preferred Education:

Associate's degree.

Minimum Experience:

One through three years of related office experience.

Preferred Experience:

Prior experience in an academic office or experience at Ball State University; supervisory experience.

Duties and Responsibilities:

  • Assign and review work, orient and train staff, and make recommendations as to interviewing and selection, performance appraisal, and discipline.
  • Oversee department budget; prepare payroll information and complete absence reports for faculty, graduate assistants, and office employees; process P-3's and EPAF's; track expenditures for equipment and supplies; includes online entry for purchasing; monitor foundation account and budget transfers; monitor department resources being used for research funded by contracts/grants; produce monthly budget reports.
  • Manage set-up for faculty, student, and departmental offices; ensure that the main office and other departmental space is neatly organized and optimally functional.
  • Act as liaison for visitors and prospective students; monitor and process reports and agendas for Chairperson; process load revisions; suggest and facilitate procedures and procedure changes.
  • Assist the Coordinator of Graduate Studies, Psys Graduate Assistant and Coordinator of Undergraduate Studies; oversee admittance procedures; assist with student visits; process assistantship forms; answer inquiries; maintain accurate records.
  • Organize and plan course schedules; input and maintain course schedule and update FTE information; input instructor updates; approve and input online class permission; access student database and perform on-line class scheduling; assist the faculty with software questions.
  • Maintain and coordinate completion of campus forms such as grade changes; do grade changes for faculty no longer here; attend university workshops as necessary for satisfactory job performance; compute and process all travel forms, work orders, etc.
  • Receive department guests and faculty candidates; act as liaison and provide support for the selection process; make travel arrangements for visitors; arrange receptions; compile schedules.
  • Maintain P & T records; arrange department meetings; take and transcribe department meeting minutes; process vitas and manuscripts; maintain personnel files and department committee files.
  • Key room attributes/features into Banner for R25; track all departmental space used by faculty, graduate assistants, and teaching assistants; make visual chart of room assignments.
  • Evaluate, comprehend, and keep up to date all office documents and records; includes recruitment, syllabi, budget information, and personnel files to ensure convenient retrieval and compliance with all university, state, and federal regulations.
  • Perform other related duties as assigned.
  • 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.


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