Administrative Coordinator

Ball State University

Muncie, IN

ID: 7107694 (Ref.No. BSU32628)
Posted: August 10, 2022
Application Deadline: Open Until Filled

Job Description

Provide, coordinate and oversee office administrative support for the Chairperson and the Department of Special Education.

Job Function:

Provide, coordinate and oversee office administrative support for the Chairperson and the Department of Special Education.

Minimum Education:

Associate's degree or equivalent.

Minimum Experience:

Over one through three years of related experience.

Preferred Experience:

Experience with Microsoft Office and on-line databases; prior experience with university systems (e.g., Argos, PeopleAdmin Talent Management System (TMS), Workflow, Kronos, and SciQuest, etc.); and experience in a university setting or additional years of related experience.

Duties and Responsibilities:

  • Compile faculty and part-time faculty load each semester; update instructor screens for the course master schedule; complete faculty authorization reports; verify academic assignment reports to ensure accurate FTE reporting.
  • Work closely with the Planning and Scheduling Coordinator to review and correct on-campus and off-campus schedule of classes for each semester; monitor master course schedule; includes check credit hour values, dates and times of course and room assignments; delete and/or add courses as necessary; coordinate dates/times for summer course workshops; check course offerings for conflicts with other courses offered at the university.
  • Create and enter EPAF's every semester; monitor enrollments to ensure proper payment for on-campus courses and extended education courses; calculate headcount payments for extended education courses; calculate load pays for student teaching supervisors; monitor and process course development stipends for faculty.
  • Assist Chair and search committees with new professional and faculty searches utilizing the TMS System.
  • Manage the overall operation of the office; provide administrative support; includes set appointments; arrange meetings; maintain electronic calendars for Chair and faculty; plan and organize procedures including the call-in procedure; prioritize workflow for efficient operation of the office; assign projects to the other office staff.
  • Research and compile information as needed for faculty and Chair; assist in preparing academic reports, proposals, spreadsheets and/or databases, i.e. non-instructional load and accreditation reports; compile information in reports for other departments, colleges and the university, i.e. student teaching placements, faculty vacancy positions, graduate assistantships, and evaluation requests.
  • Manage the graduate assistantship hiring process; includes advertise; collect and review credentials of applicants; recommend applicants for hiring; complete graduate contract; monitor departmental and foundation budgets for graduate assistantships available; transfer monies accordingly.
  • Coordinate student teacher interview schedules with appropriate faculty; assist the Office of Teacher Education Services with preliminary assignment of student teacher supervisors.
  • Utilize university systems to assist with faculty requests, student information, course and program enrollment data; assist students and visitors seeking information for specific problems and concerns.
  • Assign and review work, orient and train staff and student employees, and make recommendations as to interviewing and selection, performance appraisal and discipline; maintain personnel files on faculty and students; maintain all information in a confidential manner.
  • Assist chair in managing and monitor department budgets (e.g., GA budget, Supplies and Equipment, Indirect Costs, foundation accounts, etc.).
  • Assist with annual spring awards banquet; process foundation scholarship forms for awardees; assist with various workshops; coordinate dates, reserve rooms; arrange banquet and catering needs; process and coordinate CRU and CEU credits through the Extended Education Office.
  • 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.