Administrative Coordinator

Ball State University

Muncie, IN

ID: 7102688 (Ref.No. BSU31598)
Posted: June 16, 2022
Application Deadline: Open Until Filled

Job Description

Coordinate, direct and oversee departmental office operations and administrative workflow in alliance with department chair, faculty, other university employees and external constituents.

The Department of Economics welcomes applications for an Administrative Coordinator. 

Job Function:

Coordinate, direct and oversee departmental office operations and administrative workflow in alliance with department chair, faculty, other university employees and external constituents.

Minimum Education:

Associate's degree or equivalent.

Preferred Education:

Bachelor's degree

Minimum Experience:

Over one through three years of office organizational, secretarial or related experience.

Preferred Experience:

University or academic office experience.

Duties and Responsibilities:

  • Provide administrative support to the department chair; manage and maintain Chairperson’s Outlook calendar, advise Chair of impending deadlines. Prepare and process a variety of college and university reports, forms, and online submissions concerning such activities as program reviews, accrediting agency documentation, faculty status, assignment reports, equipment requests, travel, financial reports, donor acknowledgements, enrollment, and grade changes. Assist Chair and faculty with implementation of University policies and procedures.

  • Serve as point of contact, project a professional demeanor in all situations, and deliver exceptional customer service; receive visitors, answer telephone calls, provide information, direction and assistance to students, guests and various external entities, resolve problems while maintaining confidentiality in all matters. Act as liaison with other university offices and departments as well as external partners.

  • Manage and organize office operations; Meet and manage deadlines, Prepare and proof various documents, correspondence, reports, presentation materials and mass mailings. Maintain securely and confidentially the office electronic file system and file sharing; departmental documents & records, including recruitment & personnel files, promotion & tenure documents, and databases to ensure compliance with University regulations. Attend trainings to remain up to date on University policies, procedures, processes, and systems. Maintain and update all information on the department web site.

  • Maintain budgetary records and office supply inventory; Monitor and reconcile departmental budgets; includes Supplies & Expense budget, student wage expenditures, travel, foundation accounts and credit card purchases, recommend purchases, authorize expenses for office supplies and track inventory. Submit online purchase orders, verify receipt of goods and authorize payment of purchase orders. Prepare & submit journal vouchers, payment requests and fund transfers. Renew subscriptions and memberships.

  • Oversee departmental operations of space or offices, handle inventory control requests, work requests, and maintenance of office equipment; Manage faculty office assignments, renovation of space, inventory moves, and key control. Report Technology or equipment issues, classroom support needs and building maintenance needs to appropriate departments or support personnel in IT, Facilities, or Work Control. Track and submit technology and equipment requests.

  • Assist Department Chair with semester course schedules, instructor assignments, classroom requests, prepare and update faculty load reports, prepare new or revised course and program proposals as directed by Chairperson, grant online permission for student registration changes. Verify accuracy of department course offerings on Banner System.

  • Organize and plan departmental events and meetings; Coordinate all activities for various annual events, from planning to implementation, including space and equipment reservations, coordinating with Banquet & Catering, invitations, reservations, promotional materials, ordering gifts or awards, and preparing PowerPoint presentations. Collaborate with Economics Club and the Institute for the Study of Political Economy. Schedule, assist in the preparation of, and take minutes for Department Meetings and Advisory Board Meetings.

  • Provide direct supervision to student employees; Select, interview, hire, train, schedule, evaluate, and if needed terminate student employees. Orient & assign department graduate assistants. Complete hiring process by submitting EPAFs in Banner System.

  • Monitor payroll functions in Kronos Workforce Timekeeping System. Verify and ensure timely processing of Kronos timekeeping entries for student employees, graduate assistants and faculty. Collect and enter time-off reports for faculty.

  • Coordinate travel and reimbursements; Prepare and process faculty, chair and student travel arrangements, reservations, authorizations, vehicle requests, and travel expense reimbursements.

  • Assist department chair with hiring, employment processes and onboarding of faculty; enter and submit position requests, faculty postings, and hiring proposals in University’s online Talent Management System. Schedule and coordinate interviews including candidate travel.

  • Provide department support; Collect and track department committee assignments and submit to the dean’s office. Schedule committee meetings and meeting space as requested. Monitor make up exams. Access University database and Digital Measures to retrieve and/or input information for administrative and operational reports. Coordinate textbook orders for department, determine need for and request necessary instructors’ desk copies and supplemental teaching materials. Act as liaison between bookstore and department.

  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance as required by this position.

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.