Administrative Coordinator

Ball State University

Muncie, IN

ID: 7234412 (Ref.No. BSU42315)
Posted: April 3, 2024
Application Deadline: Open Until Filled

Job Description

Supervise, manage, and coordinate office operations and student personnel to ensure timely work flow and a successful completion of all academic, research, service and student programs within the department.

The Ball State University Department of Anthropology welcomes applications for an Administrative Coordinator.

Job Function:

Supervise, manage, and coordinate office operations and student personnel to ensure timely work flow and a successful completion of all academic, research, service and student programs within the department.

Minimum Education:

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

Minimum Experience:

One through three years of secretarial, office coordination or related experience

Preferred Experience:

Experience in an academic office or additional years of related experience.

Duties and Responsibilities:

  • Act as department liaison, communicating with other university administrative offices, departments, and/or contacts from outside the university; initiate, coordinate, oversee, authorize, and maintain a follow-up of purchase requisitions; prepare facility work orders and equipment service requests; issue and monitor possession of departmental keys.
  • Update, verify, and maintain class scheduling and revision; includes assist with master course schedule; prepare and update faculty load reports; prepare posting for course revisions and new proposals; process and record grade changes; prepare textbook orders and desk copy requests.
  • Provide administrative support for Chairperson, faculty, and graduate assistants; includes prepare, compose, compile, proof, layout and distribute brochures and posters; sort, open and distribute mail; maintain daily schedule of Chairperson; prepare mass mailings; assist Chairperson in informing instructors, graduate assistants and staff of existing and new departmental policies and procedures; assist the chairperson in implementing them.
  • Assign, manage, coordinate, and/or provide secretarial/clerical support; includes monitor deadlines, process, prepare, compose, compile, edit, proof and duplicate necessary office documents; maintain files for necessary documentation; and provide assistance and information regarding statistics on enrollment, evaluations and other related activities; indicate faculty loads on academic assignment reports.
  • Prepare, maintain, verify, and ensure timely submission of student time sheets and work records/absence reports for faculty, staff, graduate assistants, and temporary employees; coordinate documentation for processing employment contracts; calculate summer salaries for faculty members.
  • Greet, either in person or by telephone, students, visitors (including prospective students), faculty and staff; receive and relay messages; provide information and assistance; distribute items; authorize permission to petition/enroll into introductory classes, independent studies, and thesis course sections.
  • Screen, interview, hire, train, discipline, and evaluate students, office assistants; coordinate and prioritize clerical work flow of office.
  • Receive, monitor, and prepare for evaluation of the applications for the graduate program; correspond with applicants regarding their status; notify Graduate School of admissions decisions; prepare application packets and mail to prospective applicants; compile program orientation notebooks for incoming students; process assistantship approval forms.
  • Monitor, update, and maintain monthly summary of all non-salary budget activities; oversee use of copier; verify monthly telephone expenses and transfer charges as needed; prepare travel authorizations and expense vouchers.
  • Oversee scheduling and utilization of departmental educational resources; includes assist students, graduate assistants, faculty members, and instructors with use of departmental library; schedule departmental classrooms using online information and negotiate with other university departments on space requests.
  • Perform miscellaneous duties such as: maintain equipment inventory; and assist in set-up for departmental colloquia and special events.
  • Assist Chairperson with special projects and 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.