Administrative Coordinator

Ball State University

Muncie, IN

ID: 7107513 (Ref.No. BSU32550)
Posted: August 8, 2022
Application Deadline: Open Until Filled

Job Description

Perform managerial, financial, curricular and administrative assistance in support of Department of Theatre and Dance operations and its chair.

Ball State University's Department of Theatre and Dance welcomes applications for an Administrative Coordinator.  
The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.

Job Function:

Perform managerial, financial, curricular and administrative assistance in support of Department of Theatre and Dance operations and its chair.

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 or equivalent.

Minimum Experience:

At least one year of general office or secretarial experience.

Preferred Experience:

Accounting or budgeting experience.

Duties and Responsibilities:

  • BUDGET - Oversee multiple department budget accounts; includes prepare purchase orders and payment request vouchers for all expenditures; track requisitions, travel expenditures, equipment and supplies, and student wages; prepare and submit EPAFs as needed; reconcile multiple departmental credit card statements; facilitate maintenance, verification, and allocation of student scholarships; facilitate financial transactions with the foundation; utilize spreadsheet software and prepare budgetary reports for Chair.
  • CALENDAR SUPPORT - Schedule and oversee calendar for meetings; track responses; collaborate with the production stage manager to schedule conference rooms and classrooms for meetings and forums.
  • COMMUNICATION SUPPORT - Organize and maintain office; Prepare agendas and materials for and schedule meetings, track responses; Maintain minutes and accurate records for all meetings and retreats; Generate and distribute correspondence using word processing and spreadsheet software; Assist in maintaining and keeping complete and accurate documentation files and records.
  • UNIT SPECIFIC NON-PERFORMANCE EVENT PLANNING AND MANAGEMENT - plan and organize unit specific events, including invitations, catering, setup, breakdown, and other related tasks, including but not limited to departmental picnic, senior awards banquet, annual holiday gathering, BFA Showcase programs, and Kennedy Center American College Theatre Festival, and American College Dance Association.
  • STUDENT EMPLOYMENT SUPERVISION - Interview, hire, train and supervise student office workers; coordinate with student employment management to confirm hours and schedules, execute performance evaluations, and ensure budgetary adherence.
  • DATA COMPILATION AND SUPPORT - in collaboration with the college office, compile statistical data to prepare/generate various documents and reports, including annual reports, HEADS reports, planning materials, accreditation reports, directory listings, etc.
  • FACILITIES - Maintain the security and upkeep of buildings, rooms, and belongings; coordinate facilities operations for classrooms, offices, and hybrid spaces, including specially requested custodial, maintenance, and upkeep items, security issues, renovation requests and emergency situations; Maintain the documentation necessary for follow-up to assure completion of requests; Maintain keys / activation of Student/Employee ID cards for access to rooms and buildings; Maintain master key to provide faculty staff and students with access rooms; Maintain storage; Routinely inspect facilities for areas in need of maintenance; Submit through Work Control work orders; assist personnel in facilities upkeep; coordinate with risk management to ensure facilities are in compliance with university policies.
  • ASSIST/SUPPORT CHAIR OF THE DEPARTMENT OF THEATRE AND DANCE - Provide ancillary support to the unit head (and department leadership) including, but not limited to, promotion, tenure, salary, and merit administrative support, planning materials, annual reports and accreditation documents and reports.
  • KRONOS - Prepare, monitor, and facilitate approval and sign off payroll records for faculty, professional staff and staff on a bi-weekly basis.
  • RECEPTION - Greet and assist visitors, direct/refer to appropriate area, receive and screen incoming calls, provide information as needed; In coordination with the other office staff, open and close office; Maintain office equipment and the office’s appearance.
  • MAIL - Process, sort, and distribute school mail and packages; Coordinate systematic development and maintenance of mailing lists and coordinate numerous mailings throughout academic year, both electronic and paper.
  • INVENTORY - Order and inventory supplies and equipment of the office, faculty and classrooms; process paperwork for reimbursement of funds spent; authorize and record use procurement cards; maintain files and records of correspondence pertaining to individual purchase orders, equipment, distribution, items received, back-ordered and returned; enter items as received via SciQuest to process payment of invoices; serve as liaison between vendors and Accounting with regard to invoice payments; monitor and maintain office supplies; interact with Inventory Control regarding inventory of new and used equipment; enter move requests for temporary furniture, long term storage, and items for excess; perform duties related to repairing of office equipment.
  • FACULTY AND TEACHING SUPPORT - Coordinate and perform administrative tasks in support of faculty teaching; collect and file class syllabi; order textbooks and supplies using on-line textbook ordering system; work with bookstore to obtain desk copies for faculty from various publishers.
  • OTHER DUTIES – Perform other related duties and special projects as assigned.
  • ATTENDANCE - 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.