Administrative Coordinator

Ball State University

Muncie, IN

ID: 7103708 (Ref.No. BSU31725)
Posted: June 22, 2022
Application Deadline: Open Until Filled

Job Description

Assist the Chairperson in the operation of the office.

The Department of Nutrition and Health Science welcomes applicants for an Administrative Assistant. 

The department houses accredited undergraduate majors in dietetics, health education and promotion, respiratory therapy and radiography, a minor in public health, master’s degrees in Nutrition and Dietetics and Health Science, and an accredited Dietetics internship. Our major programs serve 280 degree-seeking students and are supported by 32 faculty, including 21 full time tenured, tenure track and nontenure track positions, 8 instructors for our clinical programs affiliated with IU Health Methodist Hospital, and 3 part-time faculty.

Faculty and their student mentees have access to a suite of laboratories to support research in the Health Clinic; with spaces devoted to assessment, sample collection, processing, storage and analytics. The Welcome Home suite is equipped with food preparation facilities, and feeding, resting and sample collection spaces that can be used for human studies. The Department has a number of course offerings with significant student enrollments to help students from other majors meet their general education requirements. Additionally, department faculty facilitate interprofessional education and practice activities with students from the College’s other professional degree programs.

The College of Health. A vital health resource for Indiana in preparing health professionals and researchers, the College of Health is now—in its 6th year—moving boldly forward in making interprofessional education, practice and research its paradigm across each of its disciplines. The College offers 32 academic programs in 7 units: Departments of Counseling Psychology, Social Psychology, and Counseling; Military Science; Nutrition and Health Science; Speech Pathology and Audiology; and Social Work plus the Schools of Nursing and Kinesiology. Our 219 faculty and staff serve nearly 3,000 students. We partner with the communities of East Central Indiana for academic immersive learning and research. Our Health Professions Building was opened in 2019 with 165,000 square feet and is LEED Gold certified.

Our Interprofessional Community Clinics offer a range of health and mental health services by students supervised by faculty as well as community health education and prevention services through the Healthy Lifestyle Center. Our faculty and students conduct research and publish scholarship contributing to the evidence base for their respective disciplines. Our research footprint includes several research and scholarship institutes, including the Center for Peace and Conflict Studies. Founded in 1965, the Human Performance Lab is internationally recognized for conducting exercise physiology research on humans, with an approach that covers the whole body response down to the cellular physiology and molecular biology level—a whole body-to-gene approach. We are passionately committed to inclusive excellence in all we do and intend to contribute to an increasingly diverse health professional workforce to help decrease health care disparities. Bringing a strong history of academic leadership, Dr. Scott Edward Rutledge, a public health social worker and HIV prevention and services researcher, joined the College of Health as dean in 2021.

Thank you for your interest in a career at Ball State University. We are committed to excellence through a talented and diverse faculty and staff. 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:

Assist the Chairperson in the operation of the office.

Minimum Education:

Associate's degree or an equivalent combination of two years of education and related experience OR two years of related experience will be accepted in lieu of an associate's degree.

Preferred Education:

Associate's degree in secretarial science, office administration, or related field.

Minimum Experience:

At least one year of office, secretarial, or related experience.

Preferred Experience:

  • Supervisory experience.
  • Familiarity with University software systems, Argos, Cayuse, Smart catalogue, Kronos, etc, Microsoft office including excel, and track changes on word documents

Duties and Responsibilities:

  • Assist Chairperson and Department Secretary in scheduling classes, both on and off campus, schedule changes and faculty assignments each semester and summer session; check class enrollments.
  • Calculate faculty load reports per semester and summer session; review and revise reports as needed.
  • Maintain department budgets, includes account pool, travel, Foundation, credit card purchases; check credit card in and out; process all travel requests and reimbursements.
  • Coordinate all online purchasing requests for the department and any grants administered by the department; determine type of purchase order to use; call the vendor if immediate delivery is required; determine sub-code to encumber departmental account; assure that purchase orders for assets are approved, received, and tagged with BSU numbers after they are received. Coordinate purchase or disbursement of research incentives, gift cards, and supplies for faculty research and service grants.
  • Supervise student employees, which includes: assign and review work, orient and train student employees, and make recommendations as to interviewing and selection, performance appraisal, and discipline.
  • Create and submit EPAF's; add instructor names each semester and summer session.
  • Serve as Sitecore manager and set-up with video conferencing with remote individuals when needed.
  • Assist Chairperson in daily activities of the department; includes schedule appointments, answer telephone, type reports, letters, etc.
  • Assist faculty as requested; includes make appointments; type, photo-copy tests and handouts; arrange meetings; administer exams, etc.
  • Assist students, parents, and guests as needed.
  • Monitor payroll functions on the Kronos system for staff and students.
  • 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.