Administrative Coordinator

Ball State University

Muncie, IN

ID: 7092186 (Ref.No. BSU29010)
Posted: January 13, 2022
Application Deadline: Open Until Filled

Job Description

Support the Chairperson and the department; ensure the smooth and efficient operation of the office, serve as administrative lead for the office by providing receptionist and secretarial/clerical support; monitoring budget records and compile reports; handling departmental travel; maintaining information on department’s digital platforms.

The Department of Educational Studies is looking for energetic individual that enjoys working in a fast paced environment.

Job Function:

Support the Chairperson and the department; ensure the smooth and efficient operation of the office, serve as administrative lead for the office by providing receptionist and secretarial/clerical support; monitoring budget records and compile reports; handling departmental travel; maintaining information on department’s digital platforms.

Minimum Education:

Eighteen months of education beyond high school or equivalent.

Preferred Education:

Associate's degree.

Minimum Experience:

Over one through three years of secretarial or related experience.

Preferred Experience:

Over three years of secretarial, office or related support experience; knowledge of the higher education process.

Duties and Responsibilities:

  • Maintain knowledge of procedural changes regarding forms; monitor student timesheets; approve timesheets in Kronos for faculty, professional staff, graduate assistants, and student employees.
  • Maintain information, forms, files, and personnel records on faculty status and research; enter EPAFs; process P-3 forms and addendums; assist Chairperson with searches and hiring in TMS.
  • Manage and maintain a digital presence for the department’s website and video board with up-to-date information. This includes completion of website training, development and maintenance of the departmental website abiding by all University Media branding, while strategically promoting curriculum, college and departmental accomplishments, and events.
  • Maintain doctoral program files and doctoral student information.
  • Facilitate and manage all purchase requisitions, travel pre-approvals and expense reimbursements in the Banner systems.
  • Monitor Chairperson’s calendar and schedule appointments; attend meetings, as needed, lead by Chairperson and attend department committee meetings as needed; open, date, and process mail; address form letters as needed from Chairperson’s mail, oversee and maintain department calendar.
  • Upon request, work with Chair of the Curriculum Committee and/or Department Chairperson to make course and program revisions, complete all necessary forms, make copies and distribute to the college committee, follow the revisions through the governance system of the university, and manage archives of curriculum documents (e.g., in department electronic folder account).
  • Supervise office staff; assign and review work; orient and train staff; performance appraisal reviews; act in absence of any employee supervised.
  • Perform other related duties as assigned.
  • Manage the overall operations of the office including assist Chairperson and departmental faculty; complete required correspondence, reports, agendas, and memos for Chairperson and department; copy, mail, and / or file official documentation; suggest and facilitate procedures and procedural changes.
  • Work with Chairperson, Assistant Chairperson and TC Scheduling Specialist to develop teaching and administrative schedules for faculty; checking catalog restrictions; input and retrieve schedule and load information; access student enrollment and other information; enter student permissions as needed; access Banner and Argos systems.
  • Work with Chair of the Promotion and Tenure Committee and Salary Committee to receive documents, copy documents for committee’s review; maintain records; arrange meetings, etc.


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.