Administrative Coordinator

Ball State University

Muncie, IN

ID: 7121919 (Ref.No. BSU35473)
Posted: January 24, 2023
Application Deadline: Open Until Filled

Job Description

The Administrative Coordinator will work in a multi-faceted office setting within the Bowen Center for Public Affairs. Coordinates and collaborates with the Center and VSTOP faculty and staff in the coordination of Center operations and ensures the accurate stewardship of the Center’s financial records and planning and managing travel details. Assists in daily internal office operations and coordinates closely with center staff and external community partners to insure the accurate and clear delivery of center, university, and community program mission directives. The individual’s responsibilities will be multi-faceted and require them to be adaptive, resourceful, and responsive to limited resources and short-time constraints. This individual will work under the supervision of the Co-Directors of VSTOP and the Director of the Bowen Center for Public Affairs.

The Bowen Center for Public Affairs and Voting System Technical Oversight Program (VSTOP) are looking for a qualified individual to manage their administrative activities. This is a very integral position relating to the success of our organizations.

Job Function:

Minimum Education:

Associate degree or an equivalent combination of two years of education and related experience OR two years of related experience in lieu of an associate degree.

Preferred Education:

Associate’s degree in administrative science, business administration, public administration, non-profit administration, or related field.

Minimum Experience:

At least one year of office, administrative, or related experience. At least one year of accrual basis accounting or related financial experience with an intermediate understanding of budget management is required. An intermediate to advanced understanding of Microsoft Office. Proficiency in Microsoft Excel and comfortable with managing and manipulating large sets of data. Demonstrate experience with project management. Demonstrate analytical skills including; excellent organization skills, and attention to detail; excellent verbal, written, and interpersonal communication skills.

Preferred Experience:

Supervisory experience. Familiarity with University software systems including; Argos, Banner, Canvas, Chrome River, FleetCommander, HR-TMS, Kronos, SciQuest, etc. At least two-three years of accrual basis accounting or related financial experience with an intermediate understanding of budget management. An advanced understanding of Microsoft Office including Excel and track changes on Word documents. Intermediate understanding of computer hardware and networking environments to successfully manage existing systems and suggest office system improvements. Understanding of relational databases, queries, and reports for managing constituent relations databases. An intermediate understanding of content management systems (such as Word Press) for managing websites, social media, and mass emails.

Duties and Responsibilities:

Budget Support:

Assist in the administration of multiple budgets across accounting systems; manage and aggregate accrual basis accounting data from disparate University accounting systems to accurately meet reporting needs requested by external funding sources and internal partners; utilize Banner and Argos to reconcile, run, and analyze monthly budget reports detailing budget information; utilize SciQuest to manage accounts payable and receivable; manage invoicing and payment collection for events and projects; execute fund disbursements to external and internal partners.
Inventory Management:

Order and inventory supplies and equipment of the office; process paperwork for reimbursement of funds spent; authorize and record use of 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; 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.
Travel Detail Management:

Manage all travel arrangements for office personnel in the Bowen Center and VSTOP; enter all travel request details in ChromeRiver; reserve university rental cars in FleetCommander; obtain approval for all staff travel requests from appropriate parties; arrange details for travel including hotel bookings, parking services, airfare, transportation, etc.
Human Resource Support:

Assist with all hiring processes from start to finish; utilize the HR Talent Management System (TMS) to create and update position job descriptions & postings, assign search committee members, manage applicants, and recommend employees for hire at the discretion of the VSTOP Manager, VSTOP Co-Directors, and Bowen Center Managing Director; utilize Banner to create and submit Electronic Personnel Action Forms (EPAFs) for student employees and graduate assistants; make recommendations as to interviewing and selection.
Certified Public Manager (CPM) Program Support:

Manage all participant registrations for program offerings; utilize CashNet Deposit to track deposits of funds made by participants and/or their employers; ensure all facilitators of program sessions are properly reimbursed; order and prepare materials for course sessions; assist with the scheduling of all program offerings.
Event Planning:

Manage event registration; assist with the preparation of conferences, board meetings, and community meetings; coordinate schedules; communicate and coordinate with guests/speakers; ensure meeting rooms are setup and order food/catering; be on site for annual conference to provide assistance and troubleshoot problems.
Administrative Support:

Execute targeted programmatic marketing campaigns; manages website updates, social media outlet posts, and newsletter distribution; edit and proof brochures, flyers, mailings, mass mailings, and website; coordinate with external vendors when making large website improvements and updates that fall outside the content management system.
Student Employment Management:

Coordinate the posting and removal of open job positions through the Career Center; make recommendations as to interviewing and selection; enter student employee information when hired; ensure all university regulations and state/federal laws are followed; supervise student employees; assign and review work; orient and train graduate students and student assistants.
Reception:

Assist in daily activities of the department; greet office visitors; receive and relay messages; prepare reports and letters; answer inquiries regarding the Bowen Center for Public Affairs and VSTOP.
Document Management:

Organize and maintain document management system to ensure convenient retrieval of information.
Attend workshops, seminars, and training sessions that are relevant or of interest for professionalization of job duties.
Maintain regular and predictable attendance as required by this position.
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.

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