Administrative Coordinator and Communications Specialist

Ball State University

Muncie, IN

ID: 7107410 (Ref.No. BSU32522)
Posted: August 5, 2022
Application Deadline: Open Until Filled

Job Description

Provide administrative support for the Office of the Vice Provost for Academic Affairs, primarily for the Associate Provost for Faculty Affairs and Professional Development; serve as the primary communication and events specialist for the Office of the VPAA; administer the Faculty Outstanding Awards; and manage student grade appeals and academic integrity inquiries. Serve as the primary contact person for the VPAA office.

As the Administrative Coordinator and Communications Specialist for the office of the Vice Provost for Academic Affairs, you will join a high-functioning, dynamic team committed to supporting our students and faculty achieve their goals and reach their full potential. Come join a warm, welcoming environment where we are collaborative, collegial, and committed to making Ball State and Muncie a better place. If you are curious, enthusiastic, and ready to join the best team on campus, we want to meet you!

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:

Provide administrative support for the Office of the Vice Provost for Academic Affairs, primarily for the Associate Provost for Faculty Affairs and Professional Development; serve as the primary communication and events specialist for the Office of the VPAA; administer the Faculty Outstanding Awards; and manage student grade appeals and academic integrity inquiries. Serve as the primary contact person for the VPAA office.

Minimum Education:

Associate’s degree or:
1. An equivalent combination of two years of education and related experience in office administration/secretarial work or related field OR
2. Two years of related experience in office administration/secretarial work, or related field.

Preferred Education:

Associate degree in a business related field or equivalent.

Minimum Experience:

At least one year of secretarial or administrative support experience, or equivalent experience.

Preferred Experience:

Over three years experience with office operations; knowledge of Banner and other BSU systems; ability in graphic design (flyers, graphics, etc.). Strong ability with XCL spreadsheets.

Duties and Responsibilities:

  • Provide administrative support for student grade appeals: answer questions from faculty, department chairs, and students; follow up on correspondence; maintain files; arrange initial meetings with the Associate Provost; arrange meetings with the Steering Committee; set up hearing as necessary; maintain all paperwork and files from hearings; communicate official outcomes to all parties; maintain records.
  • Provide support for all faculty development programming. Monistor RSVP system in Qualtrics. Maintain Faculty Professional Development calendar on VPAA website. Generate data for reports as needed. Provide support for the FEC, including monitoring the budget, updating website, events planning, etc.
  • Provide administrative support for the Associate Provost for Faculty Affairs and Professional Development; manage the calendar, including setting appointments and arranging meetings; organize and prioritize projects, including events planning; create and edit general correspondence; assist with travel arrangements; enter travel authorizations and travel expense reports in Banner; process vehicle requests as needed; maintain and organize files, records, and correspondence of a routine and confidential manner.
  • Serve as the primary communications and contact person in the VPAA office, which includes: greet visitors, answer telephones, screen callers; respond to telephone inquiries; stay current with technology and other training; maintain One Drive accounts; assign projects to student employees; monitor student employees in the absence of the office coordinator.
  • Administer the Outstanding Faculty awards program, including the Lawhead Creative Teaching, and Rawlings awards; initiate deadlines; communicate with the committee chair; prepare nomination and program guideline information and post them on the VPAA website; send out Communication Center announcements; create correspondence; monitor nominations; schedule meetings; maintain files; calculate scoring processes; initiate request for award checks.
  • Provide support for Research and Academic Effectiveness; includes: create authorizations for travel and travel expense reports; order books and reserve meeting space. Provide support for Immersive Learning and High Impact Practices as needed, including overseeing the budget and annual budget reports, work flow assistance, etc.
  • Provide administrative support for academic integrity inquiries: answer questions from faculty, department chairs, and students; follow up on correspondence; maintain files; arrange initial meetings with the Associate Provost; arrange meetings with the Screening Committee; set up hearings as necessary; maintain all paperwork and files from hearings; communicate official outcomes to all parties; maintain records. Support the collaborative relationships the VPAA office has established with other offices throughout campus.
  • Plan and execute a variety of campus events including: Alpha Day, the Lawhead reception, Faculty Learning Community celebrations, programming related to Faculty Professional development and Student Success, etc. Design flyers, invitations, and other marketing materials for the office. Keep the office website up to date.
  • 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.