Coordinator to the Chair

Ball State University

Muncie, IN

ID: 7069755 (Ref.No. BSU22479)
Posted: September 13, 2020
Application Deadline: Open Until Filled

Job Description

Provide assistance to the Chair in reviewing spreadsheets and documents; communicate the information contained in those documents to the Chair; scan and convert documents for the Chair; prepare drafts of documents and materials for meetings that the Chair will review and revise; assist the Chair with other accessibility issues; assist in preparing annual report; coordinate and attend monthly faculty meetings; act in absence of Chair to communicate with faculty, students, parents, and/or administrative units within or outside the university.
Ball State’s School of Kinesiology has an opportunity for a challenging and demanding position that provides assistance to the Chairperson of this large and complex school with opportunity for much professional growth.

Job Function:

Provide assistance to the Chair in reviewing spreadsheets and documents; communicate the information contained in those documents to the Chair; scan and convert documents for the Chair; prepare drafts of documents and materials for meetings that the Chair will review and revise; assist the Chair with other accessibility issues; assist in preparing annual report; coordinate and attend monthly faculty meetings; act in absence of Chair to communicate with faculty, students, parents, and/or administrative units within or outside the university.

Minimum Education:

Eighteen months of education or training beyond high school or equivalent in secretarial science or related area.

Preferred Education:

Associate's degree.

Minimum Experience:

One through three years of related office experience.

Preferred Experience:

Experience with Canvas, university forms, and Adobe Acrobat Pro; experience in an academic department; proficiency with word processing, spreadsheet and database software.

Duties and Responsibilities:

  • Assist the Chair in the preparation of documents and spreadsheets for the Chair's review and revision using Excel, Word, PowerPoint, Adobe Acrobat Pro, and Outlook; review, edit and proofread Chair's documents and return for distribution as requested; create PowerPoint slides for monthly faculty meetings from the Chair's notes.
  • Provide accessible documents to the Chair; includes scan, save, convert, copy and paste all data into text format without images and formatting; troubleshoot computer/technology issues tht may arise on Chair's laptop or desktop computer; communicate issues as needed to BSU Helpdesk in order to resolve.
  • Complete university forms; help to maintain a School box.com account; includes create folders, collect documents to post, update files and assign private users; update distribution lists, including School’s account and Chair’s personal contact lists each semester; download instructor/course evaluation reports from the IOTA 360 Evaluation system each semester; edit data into appropriate format for Chair’s review.
  • Organize and maintain electronic files and provide to the Chair as needed; review documents and prepare summaries of the information for the Chair; includes electronic documents like budget spreadsheets, grant proposal letters or hardcopy documents like promotion and tenure files; open, review, scan, convert and distribute or file the Chair’s mail in absence of Secretary to the Chair.
  • Maintain a School Community site in Canvas; includes assigning users; posting announcements; organizing and updating pertinent documents for view and use by applicable School members.
  • Maintain Chair's Outlook calendar; schedule appointments including group meetings; monitor calendar conflicts; keep Chair informed of updates and changes for personal calendar.
  • Attend meetings and other departmental events as needed to assist the Chair with their completion; includes class visitations and weekly administrative team meetings; collect supporting documents for class visitations for Chair review; following the visitation provide the Chair with a summary of observations.
  • Use Argos Web Viewer database to retrieve grant submissions and funding and track grantsmanship of School faculty; verify information input is accurate by checking Sponsored Project Administration reports, Argos Web Viewer, and the Cayuse system; archive funded grant information; distribute information to Chair and notify him of any faculty eligibility for School external grant incentive payments.
  • Act in absence of Chair to communicate with faculty, students, parents, and/or administrative units within or outside the university. Work with the Administrative Supervisor/Secretary to the Chair and Administrative Coordinators in the School to complete assigned tasks; maintain confidentiality; provide customer service in the School's main office in the absence of the Administrative Supervisor.
  • Perform other duties as assigned.
  • Maintain regular and predictable attendance.
  • Aid in the completion of the School’s annual report; includes complete any collection/discovery or analysis of data necessary to complete portions of the report; download reports from Digital Measures as needed; follow up with appropriate individuals for missing information; help to edit final report. Assist in preparation of other School reports as needed such as the Academic Self-Study and the Assessment Report.
  • Support Chair’s business at the campus, regional, and national levels, including but not limited to travel arrangements, creating handouts, documents, and presentation materials; locate and escort Chair to on campus meetings; make and return some phone calls on behalf of the Chair.
  • Support the Chair in the management of the School; contributing member of the administrative group; coordinate and attend monthly faculty meetings, including preparation of meeting agendas, slides, and minutes; attend weekly administrative staff meetings; initiate correspondence to faculty and University offices from Chair's office.
  • Assist the Chair in gathering, organizing, and preparing documents around promotion and tenure and annual faculty merit reviews.


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.



 

Apply Now

Please mention to the employer that you saw this ad on UniversityJobs.com