Administrative Coordinator

Ball State University

Muncie, IN

ID: 7106750 (Ref.No. BSU32341)
Posted: July 28, 2022
Application Deadline: Open Until Filled

Job Description

Perform office management and supervisory duties within the Department of History.

Job Function:

Perform office management and supervisory duties within the Department of History.

Minimum Education:

Associate's degree or equivalent from an accredited institution.

Minimum Experience:

Over one through three years of secretarial or related experience; supervisory experience.

Preferred Experience:

Experience in an academic office; budget experience.

Duties and Responsibilities:

  • Input course schedule and assign instructors' in Banner; create independent study course sections; complete semesterly FTE reports.
  • Prepare EPAFs online for faculty assignments semesterly; calculate faculty pay during summer sessions. Prepare EPAFs for student hires, both for the department and various grants overseen by department faculty.
  • Maintain cumulative promotion and tenure files; type confidential P & T letters.
  • Generate and track purchase orders for Bracken Chair, Departmental Foundation Accounts, History, and other areas; generate purchase orders and direct pay requests for grants administered by History department faculty; generate JVs; monitor departmental P-card usage and upload receipts monthly.
  • Maintain files for faculty searches; correspond with applicants; assist the Chairperson of each search committee with local arrangements for candidates' campus visits.
  • Maintain files for faculty and staff.
  • Assign and review work, orient and train staff, interview and select staff for hiring, administer performance appraisals, and discipline.
  • Work with faculty committee to organize the annual student history conference; secure meeting rooms and hotel reservations; ensure needed technology is in place; prepare annual certificates; process prize payments.
  • Process room requests for faculty, student organizations attached to the department, and UGTFs. Use R25 to locate available rooms and submit requests to reserve them. Correspond with requestors.
  • Take and distribute departmental meeting minutes.
  • Pull reports from Argos as needed for projects such as course tallies and scholarships.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Manage faculty travel authorization and workflow.


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.