Administrative Coordinator
Ball State University
Muncie, IN
Job posting number: #7232726 (Ref:BSU42214)
Posted: March 27, 2024
Application Deadline: Open Until Filled
Job Description
Coordinate office operations for the Office of Immersive Learning; help schedule, promote, track, and report on Immersive Learning and High Impact Practices programming, events, grants, professional development, budgets, committees, and classes.
Ball State's Office of Immersive Learning welcomes applications for Administrative Coordinator.
The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.
The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.
Job Function:
Coordinate office operations for the Office of Immersive Learning; help schedule, promote, track, and report on Immersive Learning and High Impact Practices programming, events, grants, professional development, budgets, committees, and classes.
Minimum Education:
Associate's degree or an additional two years of related experience will be accepted in lieu of an associate's degree.
Preferred Education:
Bachelor's degree.
Minimum Experience:
At least one year of experience working with multiple projects involving scheduling, complex budgets and account management.
Preferred Experience:
Project management, office management, and events planning experience; excellent writing, communication, and public relations skills; excellent organizational skills; supervision experience; experience working with grant-funded initiatives; experience working with large data sets and assisting with report writing; knowledge of Banner systems.
Duties and Responsibilities:
- Provide support for the Director of Immersive Learning and High Impact Practices, project managers, and project committees; includes assisting with event and program coordination, promotion, participation tracking, and assessments. Includes creating report summaries. May also include creating content and posting on social media, creating flyers and other promotional items, creating web content, and/or composing emails.
- Serve as a representative of the unit and first contact for faculty, students, and community members by phone, web form, email, and in person. Answers questions about programs, funding opportunities, and classes, and connects people with appropriate staff.
- Monitor and reconcile the department’s budget for general fund and foundation accounts; includes preparing accounting records, tracking expenditures, processing faculty awards and stipends, and making payments to vendors. Create monthly budget reports for the Director and offices of the VPAA and Provost.
- Monitor, process, and track grant, award, and professional development funding, including creating FOAPs, requesting RIAs, managing designated accounts, and processing journal vouchers. Answer questions from faculty, students, and staff regarding funding and account balances. Manage end-of-year budget reconciliation.
- Schedule meetings and maintain the office calendar and digital file archive. Manage purchasing, travel authorizations, catering orders, and work orders for the unit, as needed. Monitor office accounts, contracts, equipment, spaces, and supplies and address/communicate any issues.
- Assist Director in tracking and creating report summaries related to program outcomes; may include tracking participants, archiving applications, coordinating program evaluations, and summarizing numerical and descriptive findings. Assist in verifying course attributes for all high-impact practices. Assist in archiving course materials in Cardinal Scholar.
- Assist in scheduling and supervising student workers and committee members; assign and review work; monitor attendance; provide feedback and discipline, as necessary.
- 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.
