Administrative Coordinator
Ball State
Muncie, IN
Full-time
Administration / Clerical
Posted on April 24, 2024
Posting Details
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator
About this Opportunity
Ball State University welcomes applications for an Administrative Coordinator.
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
10
Wages Begin At
16.2
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Perform managerial, financial, and curricular and administrative assistance in support of School of Music operations and its director.
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.
Minimum Experience
At least one year of general office or secretarial experience.
Minimum Other
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Bachelor's degree or equivalent.
Preferred Experience
Accounting or budgeting experience.
Preferred Other
Position Title(s) Supervised
Students.
EEO Statement
Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
School of Music:600040
Department Information
Department Email or Phone Number
765-285-5402
Duties & Responsibilities
Ranking
1
Job Duty
BUDGET SUPPORT – Oversee multiple department budget accounts; includes preparing purchase orders and payment request vouchers for all expenditures, equipment and supplies, and student wages; prepare and submit EPAFs as needed; reconcile multiple departmental credit card statements; utilize spreadsheet software and prepare budgetary reports for unit head.
Ranking
2
Job Duty
ASSIST/SUPPORT THE SCHOOL OF MUSIC DIRECTOR – Provide ancillary support to the unit head – including, but not limited to, promotion, tenure, salary, and merit administrative support, planning materials, annual reports and accreditation documents and reports.
Ranking
3
Job Duty
COMMUNICATION SUPPORT – Organize and maintain office; Prepare agendas and materials for and schedule meetings, track responses; Maintain minutes and accurate records for all meetings and retreats; Generate and distribute correspondence using word processing and spreadsheet software; Assist in maintaining and keeping complete and accurate documentation files and records.
Ranking
4
Job Duty
RECEPTION – Greet and assist visitors, direct/refer to appropriate area, receive and screen incoming calls, provide information as needed; In coordination with the other office staff, open and close office; Maintain office equipment and the office's appearance.
Ranking
5
Job Duty
CALENDAR SUPPORT – Schedule and oversee calendar for meetings; track responses; schedule conference rooms; schedule classrooms for meetings and forums.
Ranking
6
Job Duty
MAIL – Process, sort, and distribute school mail and packages; Coordinate systematic development and maintenance of mailing lists and coordinate numerous mailings throughout academic year, both electronic and paper.
Ranking
7
Job Duty
KRONOS – Prepare, monitor, and facilitate approval and sign off of payroll records for faculty, professional staff and staff on a bi-weekly basis.
Ranking
8
Job Duty
INVENTORY – Order and inventory supplies and equipment of the office, faculty and classrooms; process paperwork for reimbursement of funds spent; authorize and record use procurement cards; maintain files and records of correspondence pertaining to individual purchase orders, equipment, distribution, items received, back-ordered and returned; enter items as received via SciQuest to process payment of invoices; serve as liaison between vendors and Accounting with regard to invoice payments; monitor and maintain office supplies; interact with Inventory Control regarding inventory of new and used equipment; enter move requests for temporary furniture, long term storage, and items for excess; perform duties related to repairing of office equipment.
Ranking
9
Job Duty
FACILITIES – Maintain the security and upkeep of buildings, rooms, and belongings; coordinate facilities operations including specially requested custodial, maintenance, and upkeep items, security issues, renovation requests and emergency situations; Maintain the documentation necessary for follow-up to assure completion of requests; Maintain master key to provide faculty, staff, and students with access to rooms; Maintain storage; Routinely inspect facilities for areas in need of maintenance; Submit through Work Control work orders; assist service personnel in facilities upkeep; coordinate with risk management to ensure facilities are in compliance with university policies.
Ranking
10
Job Duty
STUDENT EMPLOYMENT SUPERVISION – Interview, hire, train and supervise student office workers; Coordinate with student employment management to confirm hours and schedules, execute performance evaluations, and ensure budgetary adherence.
Ranking
11
Job Duty
UNIT SPECIFIC NON-PERFORMANCE EVENT PLANNING AND MANAGEMENT – plan and organize unit specific events, including invitations, catering, setup, breakdown, and other related tasks.
Ranking
12
Job Duty
BACKUP – Perform backup duties in the absence of the Secretary to the Associate Director of the School of Music.
Ranking
13
Job Duty
OTHER DUTIES – Perform other related duties and special projects as assigned.
Ranking
14
Job Duty
ATTENDANCE – Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401441SF
Number of Vacancies
1
Desired Start Date
05/01/2024
Position End Date (if temporary)
Open Date
03/22/2024
Close Date
04/29/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator
About this Opportunity
Ball State University welcomes applications for an Administrative Coordinator.
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
10
Wages Begin At
16.2
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Perform managerial, financial, and curricular and administrative assistance in support of School of Music operations and its director.
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.
Minimum Experience
At least one year of general office or secretarial experience.
Minimum Other
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Bachelor's degree or equivalent.
Preferred Experience
Accounting or budgeting experience.
Preferred Other
Position Title(s) Supervised
Students.
EEO Statement
Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
School of Music:600040
Department Information
Department Email or Phone Number
765-285-5402
Duties & Responsibilities
Ranking
1
Job Duty
BUDGET SUPPORT – Oversee multiple department budget accounts; includes preparing purchase orders and payment request vouchers for all expenditures, equipment and supplies, and student wages; prepare and submit EPAFs as needed; reconcile multiple departmental credit card statements; utilize spreadsheet software and prepare budgetary reports for unit head.
Ranking
2
Job Duty
ASSIST/SUPPORT THE SCHOOL OF MUSIC DIRECTOR – Provide ancillary support to the unit head – including, but not limited to, promotion, tenure, salary, and merit administrative support, planning materials, annual reports and accreditation documents and reports.
Ranking
3
Job Duty
COMMUNICATION SUPPORT – Organize and maintain office; Prepare agendas and materials for and schedule meetings, track responses; Maintain minutes and accurate records for all meetings and retreats; Generate and distribute correspondence using word processing and spreadsheet software; Assist in maintaining and keeping complete and accurate documentation files and records.
Ranking
4
Job Duty
RECEPTION – Greet and assist visitors, direct/refer to appropriate area, receive and screen incoming calls, provide information as needed; In coordination with the other office staff, open and close office; Maintain office equipment and the office's appearance.
Ranking
5
Job Duty
CALENDAR SUPPORT – Schedule and oversee calendar for meetings; track responses; schedule conference rooms; schedule classrooms for meetings and forums.
Ranking
6
Job Duty
MAIL – Process, sort, and distribute school mail and packages; Coordinate systematic development and maintenance of mailing lists and coordinate numerous mailings throughout academic year, both electronic and paper.
Ranking
7
Job Duty
KRONOS – Prepare, monitor, and facilitate approval and sign off of payroll records for faculty, professional staff and staff on a bi-weekly basis.
Ranking
8
Job Duty
INVENTORY – Order and inventory supplies and equipment of the office, faculty and classrooms; process paperwork for reimbursement of funds spent; authorize and record use procurement cards; maintain files and records of correspondence pertaining to individual purchase orders, equipment, distribution, items received, back-ordered and returned; enter items as received via SciQuest to process payment of invoices; serve as liaison between vendors and Accounting with regard to invoice payments; monitor and maintain office supplies; interact with Inventory Control regarding inventory of new and used equipment; enter move requests for temporary furniture, long term storage, and items for excess; perform duties related to repairing of office equipment.
Ranking
9
Job Duty
FACILITIES – Maintain the security and upkeep of buildings, rooms, and belongings; coordinate facilities operations including specially requested custodial, maintenance, and upkeep items, security issues, renovation requests and emergency situations; Maintain the documentation necessary for follow-up to assure completion of requests; Maintain master key to provide faculty, staff, and students with access to rooms; Maintain storage; Routinely inspect facilities for areas in need of maintenance; Submit through Work Control work orders; assist service personnel in facilities upkeep; coordinate with risk management to ensure facilities are in compliance with university policies.
Ranking
10
Job Duty
STUDENT EMPLOYMENT SUPERVISION – Interview, hire, train and supervise student office workers; Coordinate with student employment management to confirm hours and schedules, execute performance evaluations, and ensure budgetary adherence.
Ranking
11
Job Duty
UNIT SPECIFIC NON-PERFORMANCE EVENT PLANNING AND MANAGEMENT – plan and organize unit specific events, including invitations, catering, setup, breakdown, and other related tasks.
Ranking
12
Job Duty
BACKUP – Perform backup duties in the absence of the Secretary to the Associate Director of the School of Music.
Ranking
13
Job Duty
OTHER DUTIES – Perform other related duties and special projects as assigned.
Ranking
14
Job Duty
ATTENDANCE – Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401441SF
Number of Vacancies
1
Desired Start Date
05/01/2024
Position End Date (if temporary)
Open Date
03/22/2024
Close Date
04/29/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
- Resume
- Cover Letter
- Undergraduate Transcripts
