Administrative Coordinator

Ball State University

Muncie, IN

Job posting number: #7104656 (Ref:BSU31939)

Posted: July 6, 2022

Application Deadline: Open Until Filled

Job Description

Ensure the smooth and efficient operation of the office with primary supervisory responsibility for the office staff.

Job Function:

Ensure the smooth and efficient operation of the office with primary supervisory responsibility for the office staff.

Minimum Education:

Associate's degree or equivalent.

Minimum Experience:

One through three years of related office experience.

Preferred Experience:

Experience in an academic office; supervisory experience.

Duties and Responsibilities:

  • Monitor records of departmental budget encumbrances and expenditures; place purchase orders online; receive and distribute materials from vendors for department and clinics (PDIC and NeuroLab).
  • Manage EPAFs, P-3s, and related paperwork for faculty hiring and doctoral/graduate assistants.
  • Compile, type, and maintain departmental records, i.e., annual course master, semester load reports, academic assignment reports among others; type letters, minutes, notices, memos, vitas, and correspondence; assist in preparing materials for accreditation bodies such as NCATE, APA, and NASP; assist in departmental travel authorizations and reimbursements.
  • Monitor class size and grant permission for additional students within predetermined guidelines.
  • Maintain department web pages; maintain confidential and department business files; includes faculty promotion and tenure files, salary documents, special leaves, etc.
  • Serve as departmental liaison to faculty, doctoral assistants, graduate assistants, students, parents; take messages by phone or in person.
  • Schedule appointments and meetings as required; arrange departmental committee meetings as needed; maintain committee minutes, maintain monthly summary of all staff, faculty, graduate assistants, and temporary employees work records/absence reports.
  • Maintain security for the main office; coordinate main office activities of the department; receive incoming phone calls, greet visitors, and respond to inquiries regarding the department and its programs.
  • Assign office space to temporary faculty and doctoral students; arrange for adequate furniture and equipment for assigned space; facilitate repair/installation of computer hardware/software.
  • Assign and review work, orient and train staff, and make recommendations in all areas related to supervision, including but not limited to interviewing and selection, compensation, discipline, performance appraisal, and training and career development.
  • Check out and log projectors, computers, and rooms for classes and meetings; order, check out, and log office keys.
  • Report and track orders for computer problems, department repairs, furniture moves, painting, maintenance, etc.
  • Teach computer application operations to Secretary, students, and other members of the department.
  • 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.


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Job posting number:#7104656 (Ref:BSU31939)
Application Deadline:Open Until Filled
Employer Location:Ball State University
Muncie,Indiana
United States
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