Administrative Coordinator and Receptionist

Ball State University

Muncie, IN

ID: 7089354 (Ref.No. BSU28224)
Posted: November 17, 2021
Application Deadline: Open Until Filled

Job Description

Provide administrative support for the Office of the Vice Provost for Academic Affairs, primarily for the Associate Provost for Academic Planning and Operations, the Senior Systems Specialist for Academic Affairs, and the Director for Academic Assessment and Accreditation; serve as the primary receptionist for the Office of the VPAA.

The Office of the Vice Provost for Academic Affairs welcomes applicants for an Administrative Coordinator and Receptionist.

This position works in a dynamic, collegial environment, supports Faculty Professional Development and Student Success, and promotes individual excellence and personal growth. The position provides primary support for the Associate Vice Provost for Curriculum Development and Academic Operations, and will be cross-trained in all other areas of office functions. The successful candidate will receive appropriate training, encourage, and support, with room for professional growth.

Ball State University is committed to excellence through a talented and diverse faculty and staff. Inclusiveness and freedom of expression are a part of our enduring values and inform all of our efforts. 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. We are excited that you want to join us in these endeavors!

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:

Provide administrative support for the Office of the Vice Provost for Academic Affairs, primarily for the Associate Provost for Academic Planning and Operations, the Senior Systems Specialist for Academic Affairs, and the Director for Academic Assessment and Accreditation; serve as the primary receptionist for the Office of the VPAA.

Minimum Education:

Associate degree or an additional two years of relevant experience will be accepted in lieu of an associate degree.  

Preferred Education:

Associate degree in a business related field.

Minimum Experience:

At least three years of secretarial or administrative support experience.

Preferred Experience:

Over three years experience with office operations; knowledge of Banner and other BSU systems;  ability in graphic design (flyers, graphics, etc.). Strong ability with XCL spreadsheets.

Duties and Responsibilities:

  • Provide primary support for the functions of all curriculum committees under the VPAA office, including the Undergraduate Education Committee and the University Core Curriculum Committee; update and keep current the Vice- Provost's website information concerning the Academic Program inventory and all other information related to curriculum with the Indiana Commission for Higher Education. Serve as a liaison to the Registrar's Office.
  • Serve as back-up on University student grade appeals and academic ethics charges; be cross-trained in preparation to provide support in the event of an absence.
  • Provide administrative support for the Associate Vice Provost for Academic Planning and Operations; manage the calendar, including setting appointments and arranging meetings; organize and prioritize projects; solve a variety of problems; create and edit general correspondence; assist with travel arrangements; enter travel authorizations and travel expense reports in Banner; process vehicle requests as needed; maintain and organize files, records, and correspondence of a routine and confidential manner.
  • Perform receptionist duties for the office which include: greet visitors, answer telephones, screen callers; respond to telephone inquiries; stay current with technology and other training; maintain One Drive accounts; assign projects to student employees; monitor student employees in the absence of the office coordinator.
  • Provide administrative support for the Senior Systems Specialist for Academic Affairs, including managing data sets in One Drive, arranging meetings between units, maintaining the calendar, organizing files, records, and correspondence in a timely manner, and providing the primary administrative support for learning, publicizing, and maintaining the records associated with Digital Measures in Academic Affairs.
  • Perform other related duties as assigned.
  • Provide administrative support for the Director for Assessment and Accreditation for upcoming Higher Learning Commission Accreditation visit in 2023; maintain spreadsheets and databases; serve as secretary for the University Assessment Committee; coordinate all of the Higher Learning Commission subcommittees in the preparation of evidence files; maintain records for all units reviews; maintain assessment documents.
  • Assist, utilizing SiteCore, in the updates and maintenance the HLC website as well as the office website, calendar, and listservs, as well as program inventory for curriculum. Use a variety of programs to design promotional materials for office events and businesses that can be circulated with internal and external audiences as well as posted on social media accounts and the website.
  • 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.