Office Coordinator

Ball State University

Muncie, IN

ID: 7100892 (Ref.No. BSU31258)
Posted: May 26, 2022
Application Deadline: Open Until Filled

Job Description

Responsible for the overall planning and coordination of the housing and residence life office including providing direct support to the Associate Vice President for Student Affairs/Director Housing and Residence Life, Senior Associate Director for Residential Learning, and the Associate Director for Business Operations. Provides supervision for the Administrative Assistant for Residential Learning and the Residential Assistant for Fiscal Operations and Housing Facilities, and student desk receptions in the Central Office. Provides oversight for all administrative processes, policies, and training necessary for the successful management of the central residential life office. Cultivates a strong customer service environment, provides effective front-line response and de-escalation for parents, students, vendors, and campus partners. This position is responsible for the management and oversight of several unit-wide projects including development and implementation of consistent messaging through email, FAQ, phone and text communications, approval of student org marketing materials for the halls, customer service training for the department, and policies and procedures around central office overall management.

The Ball State University Housing and Residence Life department has an opening for an Office Coordinator. The Office Coordinator Responsible for the overall planning and coordination of the housing and residence life office. This full time opportunity comes with a great benefits package that includes medical and prescription plans, dental, flexible spending and health savings accounts, paid time off, holiday pay, retirement programs, tuition discounts, employee discounts to the pools and workout facilities, and much more! Come and be a part of the Ball State University team.

Job Function:

Responsible for the overall planning and coordination of the housing and residence life office including providing direct support to the Associate Vice President for Student Affairs/Director Housing and Residence Life, Senior Associate Director for Residential Learning, and the Associate Director for Business Operations. Provides supervision for the Administrative Assistant for Residential Learning and the Residential Assistant for Fiscal Operations and Housing Facilities, and student desk receptions in the Central Office. Provides oversight for all administrative processes, policies, and training necessary for the successful management of the central residential life office. Cultivates a strong customer service environment, provides effective front-line response and de-escalation for parents, students, vendors, and campus partners. This position is responsible for the management and oversight of several unit-wide projects including development and implementation of consistent messaging through email, FAQ, phone and text communications, approval of student org marketing materials for the halls, customer service training for the department, and policies and procedures around central office overall management.

Minimum Education:

Associate degree from an accredited institution in business, administrative support services, or a related field.

Preferred Education:

Bachelor degree from an accredited institution in business, administrative services, or related field.

Minimum Experience:

Three plus years serving in an administrative support function or related role.

Preferred Experience:

Previous supervisory experience preferred. Experience in a housing, higher education or university environment preferred. Experience with data management and student information systems preferred.

Duties and Responsibilities:

  • Provide primary administrative support to the Associate Vice President for Student Affairs/Director Housing and Residence Life, Senior Associate Director for Residential Learning, and Associate Director for Business Operations including managing calendars, scheduling appointments, coordinating travel, preparing and proofing documents and correspondence, reports, and other official university documents.
  • Provide direct supervision and training to the Administrative Assistant team and central office student desk receptionists. Provide regular training to the entire support team of Occupancy Specialists, System Specialists, Administrative Assistants, and the central office student desk receptionists. This includes providing regular communication on protocols, processes, and office functions. This also involves selection, training, and evaluating team member performance.
  • Providing leadership on a variety of special projects including all aspects of the coordination and implementation of incoming calls, Res Life email account management, customer service scripts, collaborate with AD Marketing Strategy on FAQ scripts, and coordination of all administrative processes in the central office and workload distribution of administration assistant team.
  • Utilize a framework of equity and justice in all aspects of their day-to-day work. Promote equity through the (1) identification and removal of barriers, (2) cultivation of an inclusive work environment, and (3) empowerment of people.
  • Work independently to organize departmental processes involving multiple individuals and areas including providing departmental services requiring the use of discretion and independent judgment in making decisions that affect employees, students, confidential FERPA and HIPAA protected student records.
  • Serve as a liaison to external partners for major events and initiatives including serving as a liaison with the One Stop Shop, Student Financial Services, Registrar’s office, Campus Dining, and others. Works closely with internal partners to create a seamless experience for incoming and current students and their support networks.
  • Organize and conduct departmental events as directed by securing space, equipment, meals, invitations, announcements, agendas, brochures, and packets.
  • Assists in the management of programmatic and foundation accounts. Assists in coordination of Residence Life Scholarship processes. Participates in cross-training with other administrative support team and serves as back-ups to the other administrative assistants and Assistant coordinator for fiscal operations positions.
  • Serves as a point of contact for key stakeholders including students and their support networks, families, campus partners, campus guests, and others. Needs to have excellent customer service experience and be skilled at de-escalating situations and/or skilled at problem solving and conflict resolution with those key stakeholders via written, verbal, and face-to-face communication engagement strategies.
  • Serve as a member of the Housing and Residence Life Executive Leadership Team.
  • Assists with employment processes including assisting with auditing and processing time records, grievance proceedings, and other human resource functions.
  • Participates in other related duties as assigned.
  • Maintain Regular and predicted 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.