Administrative Coordinator

Posting Details

Position Information

Position Title Administrative Coordinator
Additional Information

This position is in the Miller College of Business which has nationally recognized and respected programs that benefit from quality teaching as well as immersive learning experiences, and is accredited by AACSB International. The mission of Miller College is to provide innovative and high quality academic programs.

Grade 10
New Hire Rate 15.6
FLSA Non-Exempt
Hrs/Week 40
Pre-Employment Screening Requires successful completion of a background check.
Position Function

Coordinate functions of the department and assist Department Chair, faculty, and students in completing departmental, college, and university goals.

Minimum Education

Associate’s degree or equivalent.

Minimum Experience

Over one through three years of office or related experience.

Preferred Education
Preferred Experience

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

Positions Supervised

Students & graduate assistants

EEO Statement

Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability, protected veteran status or any other legally protected status.

EEO/AA Employer/Veterans/Disabled.

About Ball State University

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 22,000 graduate and undergraduate students enroll in one of 10 academic colleges that offer 190 undergraduate programs. We offer more than 140 master’s, doctoral, certificate, and specialist degrees, with many of them ranking among the best in the nation. Ball State aspires to be the model of the most student-centered and community-engaged of the 21st century public research universities, transforming entrepreneurial learners into impactful leaders – committed to improving the quality of life for all.

Department Marketing:300070
Department Information

Duties & Responsibilities

Ranking 1
Job Duty

Develop class schedules each semester; verify accuracy of department course offerings; enter all class schedules and faculty assignments in Banner; access university database and Digital Measures to retrieve and/or input information for administrative and operational reports; prepare College academic load report, university academic assignment reports; compile all information for and submit EPAFs; prepare P-3’s; prepare and process travel paperwork; includes travel authorizations, vehicle requests and travel reimbursements.

Ranking 2
Job Duty

Perform administrative duties for Department Chairperson; assist with implementing policies/procedures; prioritize, perform, delegate and supervise workload for department; maintain calendar of the Chair.

Ranking 3
Job Duty

Provide administrative support for department and faculty; compose, edit, type, proof and prepare correspondence, memos, new or revised course and program proposals; proof and edit manuscripts for faculty; prepare exams for faculty; monitor make-up exams in the department conference room; schedule luncheons; organize department meetings and take minutes.

Ranking 4
Job Duty

Assist students and guests as needed; authorize student registration changes; enter on-line permission for students and advisors; respond to requests; resolve problems involving students, instructors and various university offices.

Ranking 5
Job Duty

Interview, hire, train, supervise, authorize time and terminate student employees; orient and advise graduate assistants; authorize their time; monitor payroll functions on the Kronos system for students, graduate assistants, faculty and staff; enter supervisor sign-offs in Kronos.

Ranking 6
Job Duty

Schedule space for meetings; report issues with equipment and facilities to appropriate departments or support personnel; oversee departmental renovations of space/offices; organize and maintain confidential filing system for the department; handle inventory control requests and maintenance of office equipment; answer phones; receive visitors.

Ranking 7
Job Duty

Maintain, monitor and reconcile departmental budgets; includes account pool, student wage expenditures, travel, Foundation accounts and credit card purchases; authorize expenses for office supplies; recommend purchases; input purchase orders; verify receipt of goods; authorize payment of purchase orders; maintain library debit cards.

Ranking 8
Job Duty

Coordinate all activities for annual Top Scholars Award Banquet, from planning to implementation; includes reserve space for event; make programs; coordinate with Banquet & Catering for food; order gifts; run reports to identify top scholars from six different majors; notify and correspond with Top Scholar students; mail invitations; take reservations; reconcile payments; deposit checks

Ranking 9
Job Duty

Maintain and update all information on the department website.

Ranking 10
Job Duty

Coordinate the preparation for meetings of the department’s two advisory board committees (marketings and international business); coordinate schedules; ensure reservations of meeting rooms; copy and distribute materials; organize lunch; take minutes.

Ranking 11
Job Duty

Coordinate textbook orders for department; determine need for and order necessary instructor’s desk copies and supplemental teaching material; act as a liaison between the bookstore and department; work with textbook representatives.

Ranking 12
Job Duty

Perform other related duties as assigned.

Ranking 13
Job Duty

Maintain regular and predictable attendance.

Posting Detail Information

Posting Number 201700264SF
Number of Vacancies 1
Desired Start Date 04/02/2018
Position End Date (if temporary)
Open Date 03/07/2018
Close Date 03/26/2018
Open Until Filled No
Special Instructions Summary

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Undergraduate Transcripts
  2. Letter of Recommendation 1