Administrative Coordinator

Position Title:

Compensation:

Department:

Start Date:

About this opportunity:

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you'll do and what you'll bring:

Position Function: Provide flexible, supplementary, and complementary support to aid the Chairperson and departmental faculty in achieving their goals and objectives of the department program and policies by directing, supervising, and executing the administrative and secretarial duties required by the department.
Minimum Education: Eighteen months of specialized training or education beyond high school or equivalent.
Minimum Experience: At least one year of secretarial, clerical, office or related experience.
Minimum Other: Proficiency with Microsoft Word and Excel; Zoom; strong communication skills.
Preferred Education: Associate's degree in secretarial science, office administration, or related field.
Preferred Experience: More than three years of secretarial, clerical, office or related experience.
Preferred Other: Proficiency with Microsoft Word and Excel; Zoom; strong communication skills.

Duties and Responsibilities:

Perform receptionist duties; receive all visitors and telephone calls, answer inquiries, and direct individuals; maintain bulletin boards, student mailboxes, and display case; assist in making room reservations; schedule conference room.

Develop and initiate administrative forms, including absence reports, time sheets, purchase requests, etc.; ensure forms flow is timely and goes through proper channels; maintain and order supplies; authorize purchase requisitions, complete travel expenditures, and transfers.

Prepare annual report; perform calculations for statistics; research and compile information for reports; tabulate enrollment and alumni statistics necessary for department planning and accreditation; ASLA and departmental strategic plan reporting.

Assist Chair with updating and maintaining office calendar; setting up virtual and in-person faculty and departmental meetings; onboarding of new faculty.

Serve as secretary for departmental faculty and Professional Advisory Board meetings and other committees as necessary. Perform related written work as needed.

Provide detailed information to faculty and students regarding course scheduling, registration, and related university procedures.

Hire, train, and supervise student office workers, including assigning of work, evaluating performance, disciplining, and verifying time sheets.

Participate in departmental decision making involving long range and day-to-day sustainable operations of the departmental office; suggest and initiate physical and procedural office improvements as needed.

Assist Chairperson and faculty to develop and implement departmental budget; verify budget and monitor expenditures for all accounts of the department; prepare expenditure projections for budget requests.

Monitor scholarship budgets; prepare correspondence, reports, and manuscripts as needed to support this engagement; work with SPO and Banner on budget.

Assist faculty with paperwork, filing, and tracking professional and class travel engagements.

Update and maintain department student and alumni database; oversee program handbooks/sheets for undergraduate and graduate programs; initiate website changes to maintain currency and meet LAAB standards.

Assist faculty with social media presence, alumni outreach efforts; serve as liaison between the department and the Alumni Office; coordinate Advisory Board visits both virtual and in person, including and luncheon; accommodate needs of visiting departmental guests.

Monitor and maintain graduate and undergraduate student records, alert advisors of problems, and request computer reports of student progress; monitor time sheets for graduate assistants.

Assist faculty and graduate/undergraduate program directors with recruitment and assessment efforts, internships, and organize special events (e.g., graduation receptions, all-department meetings).

Maintain regular and predictable attendance.

Perform other related duties as assigned.

How to apply:

For inquiries, please contact: landarch@bsu.edu

Please follow upload instructions to attach all of the required supporting documents listed below. NOTE: Do not use the Autofill feature for resume:

• Cover Letter

• Resume

Applications will be accepted through July 18, 2025.

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn you undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.