Temporary Student Process Coordinator

Ball State University

Muncie, IN

ID: 7092183 (Ref.No. BSU29006)
Posted: January 13, 2022
Application Deadline: Open Until Filled

Job Description

Contribute to the success of online and blended students through the management of systems, process, and services that best promote best practices for online and strategic learning; provide support in responding to requests and resolving problems with course management, student registration, EduRisk assessment, learning management system (i.e. Canvas, etc.), and the drop/add/withdrawal process. Creating, monitoring, and serving as a resource within the institution’s enterprise system (Banner), and providing guidance and assistance to Schedule Specialists in managing their roles within the systems in these functions.

The Division of Online and Strategic Learning serves Ball State by implementing best practices in teaching, learning, and student support services for online, blended, and on-campus courses and programs.
Ball State University offers more than 100 online degrees, certificates, and educator licenses, taught by the same faculty who teach on campus. Ball State’s online programs routinely rank among the best in the nation. Our graduate degrees in education, business administration, and nursing – as well as our bachelor’s programs, overall – have earned top spots among online programs by U.S. News & World Report. Additionally, our division was the first-ever recipient of the Quality Matters Certification for Online Learner Support.

Job Function:

Contribute to the success of online and blended students through the management of systems, process, and services that best promote best practices for online and strategic learning; provide support in responding to requests and resolving problems with course management, student registration, EduRisk assessment, learning management system (i.e. Canvas, etc.), and the drop/add/withdrawal process. Creating, monitoring, and serving as a resource within the institution’s enterprise system (Banner), and providing guidance and assistance to Schedule Specialists in managing their roles within the systems in these functions.

Minimum Education:

Associate’s degree or equivalent in office administration or related field.

Minimum Experience:

Over one through three years of related experience; at least one year of customer service related experience using written, telephone, and other verbal communication skills.

Preferred Experience:

Additional years of administrative and customer service experience; Proficient use of a CRM (Customer Relationship Management) tool and/or a SIS (Student Information System), preferably Banner; At least one year of proficient use of Microsoft Office Suite tools, particularly Word and Excel.

Duties and Responsibilities:

  • Participate with individual, team, and small group projects and efforts that promote best practices in the areas of strategic learning and student success; serve as the office’s technical specialist for online orientation updates and other University supported systems as assigned.
  • Create as requested, monitor, troubleshoot, and serve as a resource for all online and distance education courses in Banner; input instructor assignments as requested and follow all FLAC (Faculty Load and Compensation) protocols; communicate with Schedule Specialists, Academic Systems, and Registration personnel. Initiate enhancements to the course management process as new processes and resources become available.
  • Assist academic department administrative coordinators and personnel by providing timely Vizi Courseware order reminders each term; obtain a list of confirmed orders when requested and communicate any issues that arise to the appropriate representative.
  • Create, maintain, and update relevant database systems and generate administrative reports, spreadsheets, and list of classes; manage EduRisk assessment data and perform semester checks; communicate completion data to relevant advisors, Online and Strategic Learning leadership, and program directors; update training documentation for course creation and disseminate curriculum changes to internal personnel; redirect faculty to the instructional support unit for technical training and support questions.
  • Maintain and update the online attribute and necessary restrictions on all relevant online courses; manage undergraduate reserved seating needs each term; report registration to Online and Strategic Learning leadership as requested, and communicate concerns/issues with Schedule Specialists.
  • Serve as a resource for student success, using independent judgment and communication to investigate and resolve any issues with the course management and withdrawal processes; operate as an expert in the processing of online total, late, and retroactive withdrawal requests; interpret and apply policy to determine the best possible resolution given all available information.
  • Create and monitor off-campus courses and report scheduled offerings to the appropriate off-site coordinators each term; communicate any concerns/issues with the proper Schedule Specialist; coordinate with special population programs involving specialized knowledge of program and student needs including departmental and supportive course requirements.
  • Assist students and instructors with information and guidance for registration, drop/withdrawals, process or system issues, course availability, permissions, and late adds.
  • Monitor all online and distance education courses to ensure proper coding, reserved seating and maximum course availability to students; communicate concerns with the proper Schedule Specialists and Online and Strategic Learning leadership.
  • Initiate, review, and edit correspondence reports, and other student success related material.
  • Serve as a secondary support for frontline communications and coverage including phones, inboxes, and chat box.
  •  Seek and 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.