Administrative Coordinator

Ball State University

Muncie, IN

ID: 7107512 (Ref.No. BSU32546)
Posted: August 8, 2022
Application Deadline: Open Until Filled

Job Description

Provide support for the success of our international students as well as all or our students and staff as they explore global initiatives in terms of learning, research, and community engagement. Assist the Executive Director, the Unit Directors, and staff members in carrying out their duties and responsibilities; Serve as Communication Specialist for the unit; greeting incoming visitors, managing written communication and paperwork, tracking participation in events and programs, and promoting the internationalization efforts of the Center.

The Rinker Center for Global Initiatives provides support for international students, for international faculty members who need assistance with visas and other paperwork, and for students who need additional academic support in the Intensive English Institute. The Center also provides programming to promote global initiatives for faculty, students, and staff; establishes academic partnerships with international universities, and assists students with study abroad and study away experiences. This is a wonderful experience for someone who is detail-oriented, energetic, and committed to the Center's values of enriching and diversifying our student and faculty experiences.

Job Function:

Provide support for the success of our international students as well as all or our students and staff as they explore global initiatives in terms of learning, research, and community engagement. Assist the Executive Director, the Unit Directors, and staff members in carrying out their duties and responsibilities; Serve as Communication Specialist for the unit; greeting incoming visitors, managing written communication and paperwork, tracking participation in events and programs, and promoting the internationalization efforts of the Center.

Minimum Education:

Associate’s degree or:
1. An equivalent combination of two years of education and related experience in office administration/secretarial work or related field OR
2. Two years of related experience in office administration/secretarial work, or related field.

Preferred Education:

Bachelor's degree.

Minimum Experience:

One year of administrative, secretarial or related experience.

Preferred Experience:

Experience working with budgets; knowledge of accounting principles;Banner experience; Experience working with international students.


Duties and Responsibilities:

  • Serve as Communication specialist with departments, vendors, faculty, students, staff and the public to provide information and clarify the role and responsibilities of the Rinker Center for Global Affairs. Assist in event planning, communicate with appropriate stakeholders, track participation, and prepare reports as needed.
  • Provide administrative support to the Center; includes answer multi-line telephones; transfer calls to appropriate staff member or voicemail as needed; schedule and monitor calendar appointments for Rinker Center staff members; greet incoming visitors; recognize and initiate contact with student that may need individual/private meeting to resolve issue/concerns.
  • Manage the project schedule for the projects schedule for the unit. Includes: Schedule meetings; prepare correspondence, reports, forms, and specialized documents; format and proofread materials for accuracy, completeness and compliance with departmental policies; prepare and update a variety of statistical reports, office collaterals, policy and procedure manuals, training manuals and presentations. Update the website as needed.
  • Supervise student employees. Includes: select, interview, hire, train and supervise student employees; maintain and monitor student employee and graduate assistant work schedules and records; provide assistance and oversight for outreach activities, marketing projects, presentations and social media content.
  • In collaboration with the Office Manager: process bills and invoices for payment; prepare and transmit a variety of financial documents; maintain records of financial transactions; oversee collection, subscriptions, memberships, and record keeping; prepare vouchers, purchase orders, requisitions and other accounting documents; communicate with staff from other departments about financial matters as appropriate.
  • In collaboration with the directors and the Office Manager: monitor university funds in budgets for programs, scholarships, and development; serve as a member of the scholarship committee for the Office; compile student and financial fund data; ensure scholarships are distributed properly to recipients; communicate with recipients and declined applicants; communicate with departments and the Foundation in conjunction with scholarship distributions; prepare, compile, and submit proper scholarship documentation and reports to various entities
  • Participate in planning for and supporting the Rinker Center for Global affairs and university events; i.e., international student orientation, freshman orientation, Study Abroad Fair and other events. This may include particular support for International Student Services.
  • Assist with development and updating training module for all student workers, graduate assistants and support staff in regard to customer service.
  • Provide administrative and departmental support to assist the Executive Director, Directors and staff members in carrying out their duties and responsibilities; this includes but is not limited to the issuance of letters, preparation and transmission of a variety of financial documents, assistance in preparing, compiling, and reporting appropriate documentation and data.
  • Maintain regular and predictable attendance.
  • Take and distribute minutes for meetings as needed. This may include support of any of the Directors within the Center.
  • Perform other related duties as assigned


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.