Administrative Coordinator
Ball State
Muncie, IN
Full-time
Administration / Clerical
Posted on April 3, 2024
Posting Details
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator
About this Opportunity
The Ball State University Department of Anthropology welcomes applications for an Administrative Coordinator.
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
10
Wages Begin At
16.2
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Supervise, manage, and coordinate office operations and student personnel to ensure timely work flow and a successful completion of all academic, research, service and student programs within the department.
Minimum Education
Eighteen months of specialized training or education beyond high school or equivalent.
Minimum Experience
One through three years of secretarial, office coordination or related experience
Minimum Other
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Preferred Experience
Experience in an academic office or additional years of related experience.
Preferred Other
Position Title(s) Supervised
Students.
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, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
Anthropology:700050
Department Information
Department Email or Phone Number
rfphillips@bsu.edu
Duties & Responsibilities
Ranking
1
Job Duty
Act as department liaison, communicating with other university administrative offices, departments, and/or contacts from outside the university; initiate, coordinate, oversee, authorize, and maintain a follow-up of purchase requisitions; prepare facility work orders and equipment service requests; issue and monitor possession of departmental keys.
Ranking
2
Job Duty
Update, verify, and maintain class scheduling and revision; includes assist with master course schedule; prepare and update faculty load reports; prepare posting for course revisions and new proposals; process and record grade changes; prepare textbook orders and desk copy requests.
Ranking
3
Job Duty
Provide administrative support for Chairperson, faculty, and graduate assistants; includes prepare, compose, compile, proof, layout and distribute brochures and posters; sort, open and distribute mail; maintain daily schedule of Chairperson; prepare mass mailings; assist Chairperson in informing instructors, graduate assistants and staff of existing and new departmental policies and procedures; assist the chairperson in implementing them.
Ranking
4
Job Duty
Assign, manage, coordinate, and/or provide secretarial/clerical support; includes monitor deadlines, process, prepare, compose, compile, edit, proof and duplicate necessary office documents; maintain files for necessary documentation; and provide assistance and information regarding statistics on enrollment, evaluations and other related activities; indicate faculty loads on academic assignment reports.
Ranking
5
Job Duty
Prepare, maintain, verify, and ensure timely submission of student time sheets and work records/absence reports for faculty, staff, graduate assistants, and temporary employees; coordinate documentation for processing employment contracts; calculate summer salaries for faculty members.
Ranking
6
Job Duty
Greet, either in person or by telephone, students, visitors (including prospective students), faculty and staff; receive and relay messages; provide information and assistance; distribute items; authorize permission to petition/enroll into introductory classes, independent studies, and thesis course sections.
Ranking
7
Job Duty
Screen, interview, hire, train, discipline, and evaluate students, office assistants; coordinate and prioritize clerical work flow of office.
Ranking
8
Job Duty
Receive, monitor, and prepare for evaluation of the applications for the graduate program; correspond with applicants regarding their status; notify Graduate School of admissions decisions; prepare application packets and mail to prospective applicants; compile program orientation notebooks for incoming students; process assistantship approval forms.
Ranking
9
Job Duty
Monitor, update, and maintain monthly summary of all non-salary budget activities; oversee use of copier; verify monthly telephone expenses and transfer charges as needed; prepare travel authorizations and expense vouchers.
Ranking
10
Job Duty
Oversee scheduling and utilization of departmental educational resources; includes assist students, graduate assistants, faculty members, and instructors with use of departmental library; schedule departmental classrooms using online information and negotiate with other university departments on space requests.
Ranking
11
Job Duty
Perform miscellaneous duties such as: maintain equipment inventory; and assist in set-up for departmental colloquia and special events.
Ranking
12
Job Duty
Assist Chairperson with special projects and perform other related duties as assigned.
Ranking
13
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401449SF
Number of Vacancies
1
Desired Start Date
05/28/2024
Position End Date (if temporary)
Open Date
04/02/2024
Close Date
05/01/2024
Open Until Filled
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile).
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator
About this Opportunity
The Ball State University Department of Anthropology welcomes applications for an Administrative Coordinator.
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
10
Wages Begin At
16.2
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Supervise, manage, and coordinate office operations and student personnel to ensure timely work flow and a successful completion of all academic, research, service and student programs within the department.
Minimum Education
Eighteen months of specialized training or education beyond high school or equivalent.
Minimum Experience
One through three years of secretarial, office coordination or related experience
Minimum Other
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Preferred Experience
Experience in an academic office or additional years of related experience.
Preferred Other
Position Title(s) Supervised
Students.
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, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
Anthropology:700050
Department Information
Department Email or Phone Number
rfphillips@bsu.edu
Duties & Responsibilities
Ranking
1
Job Duty
Act as department liaison, communicating with other university administrative offices, departments, and/or contacts from outside the university; initiate, coordinate, oversee, authorize, and maintain a follow-up of purchase requisitions; prepare facility work orders and equipment service requests; issue and monitor possession of departmental keys.
Ranking
2
Job Duty
Update, verify, and maintain class scheduling and revision; includes assist with master course schedule; prepare and update faculty load reports; prepare posting for course revisions and new proposals; process and record grade changes; prepare textbook orders and desk copy requests.
Ranking
3
Job Duty
Provide administrative support for Chairperson, faculty, and graduate assistants; includes prepare, compose, compile, proof, layout and distribute brochures and posters; sort, open and distribute mail; maintain daily schedule of Chairperson; prepare mass mailings; assist Chairperson in informing instructors, graduate assistants and staff of existing and new departmental policies and procedures; assist the chairperson in implementing them.
Ranking
4
Job Duty
Assign, manage, coordinate, and/or provide secretarial/clerical support; includes monitor deadlines, process, prepare, compose, compile, edit, proof and duplicate necessary office documents; maintain files for necessary documentation; and provide assistance and information regarding statistics on enrollment, evaluations and other related activities; indicate faculty loads on academic assignment reports.
Ranking
5
Job Duty
Prepare, maintain, verify, and ensure timely submission of student time sheets and work records/absence reports for faculty, staff, graduate assistants, and temporary employees; coordinate documentation for processing employment contracts; calculate summer salaries for faculty members.
Ranking
6
Job Duty
Greet, either in person or by telephone, students, visitors (including prospective students), faculty and staff; receive and relay messages; provide information and assistance; distribute items; authorize permission to petition/enroll into introductory classes, independent studies, and thesis course sections.
Ranking
7
Job Duty
Screen, interview, hire, train, discipline, and evaluate students, office assistants; coordinate and prioritize clerical work flow of office.
Ranking
8
Job Duty
Receive, monitor, and prepare for evaluation of the applications for the graduate program; correspond with applicants regarding their status; notify Graduate School of admissions decisions; prepare application packets and mail to prospective applicants; compile program orientation notebooks for incoming students; process assistantship approval forms.
Ranking
9
Job Duty
Monitor, update, and maintain monthly summary of all non-salary budget activities; oversee use of copier; verify monthly telephone expenses and transfer charges as needed; prepare travel authorizations and expense vouchers.
Ranking
10
Job Duty
Oversee scheduling and utilization of departmental educational resources; includes assist students, graduate assistants, faculty members, and instructors with use of departmental library; schedule departmental classrooms using online information and negotiate with other university departments on space requests.
Ranking
11
Job Duty
Perform miscellaneous duties such as: maintain equipment inventory; and assist in set-up for departmental colloquia and special events.
Ranking
12
Job Duty
Assist Chairperson with special projects and perform other related duties as assigned.
Ranking
13
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401449SF
Number of Vacancies
1
Desired Start Date
05/28/2024
Position End Date (if temporary)
Open Date
04/02/2024
Close Date
05/01/2024
Open Until Filled
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile).
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
- Resume
- Cover Letter
- Undergraduate Transcripts
