Administrative Coordinator

Ball State University

Muncie, IN

ID: 7122892 (Ref.No. BSU35700)
Posted: February 3, 2023
Application Deadline: Open Until Filled

Job Description

Serve as administrative support to school director, performing technical and administrative duties which involve the proper handling of confidential information and an understanding of policies and procedures. Conduct independent research, assist in budget development and monitoring, general record keeping and coordination of programs and projects.

The School of Journalism and Strategic Communication is a supportive community of faculty, staff, and students driven to pursue knowledge and share truth that spurs progress and adds value to our world. Our faculty are expert researchers and practitioners in journalism and strategic communication dedicated to outfitting students with the expertise, confidence, and connections to lead our fields.

Job Function:

Serve as administrative support to school director, performing technical and administrative duties which involve the proper handling of confidential information and an understanding of policies and procedures. Conduct independent research, assist in budget development and monitoring, general record keeping and coordination of programs and projects.

Minimum Education:

Associate's degree or equivalent.

Minimum Experience:

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

Preferred Experience:

Over three years of related experience; experience in a university setting; experience with University systems (e.g., Argos, Banner, Chrome River, Digital Measures, Kronos, SciQuest, TMS).

Duties and Responsibilities:

  • Monitor and reconcile the school's university financial accounts and Foundation accounts; oversee disbursements, process purchase orders; calculate pay, and process FLAC report for faculty pay and create Electronic Personnel Action Forms, as needed; monitor student payroll.
  • Compile faculty workload load (FTE) each semester; enter workload data in Banner; create semester workload reports.
  • Serve as travel delegate for the school; process travel pre-approvals and expense reports for personnel, students, and candidates.
  • Manage faculty and professional candidate search processes utilizing TMS in cooperation with the school director and search committees; oversee new hire onboarding process; maintain compliance with Human Resources' policies.
  • Manage operation of the school ensuring the office and facilities are well-maintained, organized and secure; prioritize workflow for efficient operation and exemplary customer service; set appointments; arrange meetings; manage school's calendar and maintain an electronic calendar for the director.
  • Maintaining strict confidentiality, update and maintain faculty P & T files in electronic storage system; organize and maintain school policies and procedures, financial records, administrative and personnel records; manage collection of current curricula vitae and syllabi for faculty.
  • Manage and maintain electronic records in electronic storage system for undergraduate and graduate students; enter approvals and permissions in Banner for student course enrollments.
  • Assign and review work, orient and train staff and student employees, and make recommendations as to interviewing and selection, performance appraisal and discipline; serve as Kronos manager for students, professional personnel and faculty.
  • Monitor graduate faculty status; facilitate and process graduate faculty applications.
  • Coordinate school's annual major events including the School of Journalism and Strategic Communication National Writing Awards Luncheon and the student awards banquet (spring).
  • Administer scholarship process; maintain online application process; identify students who meet qualification criteria for each scholarship; present scholarship committee with lists of qualified candidates and their relevant credentials for competitive selection; process scholarship awards from Foundation funds, via BlackBaud.
  • Compile data for internal and external reports including Accrediting Council on Education in Journalism and Mass Communications accreditation and Certification in Education for Academic Programs in Public Relations; attend informational meetings as assigned to represent the school; maintain current knowledge of university policies and procedures; keep faculty informed regarding procedural changes; troubleshoot and solve problems in administrative processes and protocols for the school and college.
  • Maintain regular and predictable attendance
  • Perform other related duties as assigned.


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.