Administrative Coordinator

Ball State University

Muncie, IN

ID: 7262977 (Ref.No. BSU43897)
Posted: July 15, 2024
Application Deadline: Open Until Filled

Job Description

The Administrative Coordinator is a key member of the Rinker Center for Global Affairs team, responsible for managing and coordinating the administrative functions of study abroad and study away programs. This role ensures smooth operations as the primary team member managing study abroad program information in the application portal (Terra Dotta). Key responsibilities include handling student applications, processing travel documents, assisting with course enrollment, applying program fees, and maintaining accurate records.

The Administrative Coordinator also serves as a liaison between the Study Abroad Office and other departments such as the Registrar, Financial Aid and Scholarships, and Student Financial Services (Bursar). This position facilitates transactions, responds to inquiries, and requires significant breadth and depth of knowledge to address specialized issues and support the overall success of the Study Abroad Office.

We are seeking an individual committed to student success and international travel to join the Rinker Center for Global Initiatives in support of Study Abroad, an organized, dynamic, and collaborative person who would like to grow within a supportive and collaborative team and who enjoys supporting impactful faculty and student experiences. If you are self-motivated, creative, and intellectually curious, come explore the world with us!

Job Function:

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.

Minimum Experience:

At least one year of experience in student support, customer service, administrative coordination, data entry, or related experience.

Preferred Experience:

Experience working in a study abroad program, student financial services, registrar, financial aid & scholarships, or related area.

Duties and Responsibilities:

Apply program fees to student accounts in Banner; request new funds and detail codes, and maintain accurate records of existing funds and detail codes; pay invoices related to program providers; prepare vouchers, purchase orders, requisitions, and other accounting documents; accurately communicate study abroad cost and billing information to students; assist Director of Study Abroad with monitoring study abroad fund balances.
Collect, review, and collate student documents for study abroad programs (including, but not limited to passports and IDs) and input student and program data into Terra Dotta; follow up with students as necessary; handle confidential information; enroll program participants; generate student and program data from Terra Dotta
Ensure scholarships are entered into BAM for awardees and are distributed properly to awardees; communicate with recipients and the Foundation regarding scholarship distribution as needed; prepare, compile, and submit proper scholarship documentation and reports to various entities.
Collaborate with the Registrar’s office to register students in study abroad courses and process study abroad transcripts post-program; use course equivalency form to accurately assign study abroad transfer credits.
Respond to inquiries in person, by phone, and by email timely and with accuracy using excellent customer service skills; communicate with students, faculty, and other internal and external partners on behalf of the Study Abroad Office.
Participate in Study Abroad Office and Rinker Center events; i.e. Study Abroad Fair, International Education Week, Orientation, and other events to promote Study Abroad across the university in general.
Provide general administrative and secretarial support to the Director of Study Abroad, including maintaining the director’s calendar and the general study abroad program calendar, taking and distributing meeting minutes, preparing and transmitting various financial documents, and assisting in preparing, compiling, reporting, and tracking appropriate documentation and data.
Manage and update study abroad programs using Terra Dotta platform and university website (Sitecore); update cost sheets, dates of programs, application requirements; create and maintain content items for application process; manage application cycles.
Maintain regular and predictable attendance.
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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