Administrative Coordinator Architecture

Ball State University

Muncie, IN

ID: 7107511 (Ref.No. BSU32538)
Posted: August 8, 2022
Application Deadline: Open Until Filled

Job Description

Provide administrative support to the Chairperson, department faculty, College of Architecture and Planning, and the university; serve as liaison and goodwill ambassador to visitors; support the efficient operation of the departmental office.

The Ball State University, College of Architecture and Planning, Department of Architecture is in need of a motivated and qualified individual to serve as Administrative Coordinator for the department. The Administrative Coordinator is a full-time position with benefits. The successful candidate will be primarily charged with coordinating and supporting a range of departmental activities as articulated in the position description under duties and responsibilities. Preferred candidates should have experience and familiarity with administrative software commonly used at Ball State and have the capacity to address a range of issues (i.e. faculty travel and reimbursement) promptly and without reservation. The Department of Architecture offers a collegial and supportive environment and the Administrative Coordinator is a key position in this regard.

Job Function:

Provide administrative support to the Chairperson, department faculty, College of Architecture and Planning, and the university; serve as liaison and goodwill ambassador to visitors; support the efficient operation of the departmental office.

Minimum Education:

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

Preferred Education:

Associate's degree in secretarial science or related field.

Minimum Experience:

One through three years of experience in administrative office support/coordination, supervision, or related area.

Preferred Experience:

Three through five years of related experience. Proficiency in MS Office; Kronos payroll system; Banner software Argos,SciQuest,HR-TMS,Travel, EPAF's etc.); familiarity of university policies and procedures. Critical thinking and strategic planning skills to develop improved processes.

Duties and Responsibilities:

  • Prepare and process, in a timely manner, EPAF’s (contract faculty and graduate assistants); process payroll approval for all department faculty and graduate assistants. Hire and supervisor student employees. Distribute summer salary calculation for faculty to review and accept. Compose faculty loading spreadsheet and FTE calculations and notify faculty.
  • Responsible for new faculty orientation and assigning office space, keys, computer, printer access, etc. Update faculty handbook containing information on department and college procedures. Provide assistance and instruction on equipment use, room/pin-up reservation process, computer/classroom technology support, CANVAS support, and travel/field trips processes. Provide information on summer employment opportunities and salary, course syllabi templates, accreditation responsibility, annual report process, departmental committee policies, and faculty voting rights.
  • Maintain department database of faculty reports required for NAAB accreditation process. Assist the CAP Accreditation & Assessment Manager in compilation of data for reports such as Cascade/Strategic Plan. Provide access to faculty data for various reports such as faculty annual reports, Immersive Learning Report, Outreach & Engagement Report, Unit Report, COTE, and Digital Measures.
  • Maintain, track and monitor departmental budgets including faculty grants, graduate assistantship allocation, travel, S&E, and other funding. Monitor activity and process withdrawals from departmental foundation accounts and scholarship/competition accounts.
  • Maintain department calendar; reserve conference rooms; process mail; and monitor and order supplies and office equipment. Attend departmental faculty meetings and prepare and distribute meeting agenda and minutes. Submit helpdesk and work control requests as needed. Maintain departmental policies and procedures on One-Drive; compile, prepare and process all personnel files; and maintain order and security of department.
  • Make arrangements for special events sponsored by the department (i.e., guest lecturers; invited juries; competitions; Professional Architectural Board; NAAB accreditation visits and student activities). Includes maintaining budgets; scheduling space and set up; ordering refreshments and parking passes; and coordinating travel arrangements as needed.
  • Oversee voting process to fill all departmental committee positions. Facilitate search committee training provided by university Human Resources with faculty. Assist with collection of promotion & tenure documents and salary/merit annual reports.
  • Assist with travel arrangements for Chairperson, faculty and guests which includes submitting conference registrations, arranging vehicles, submitting field trip notices and making arrangements for accreditation team visits.
  • Interview, hire, train, and supervise student assistants and digital design mentors. Work with Graduate Program Directors to assign graduate students to faculty; distribute and collect faculty evaluations of graduate assistants and address any issues as needed.
  • Responsible for maintaining department office coverage following university hours of operation whether by self or others.
  • 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.