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Office Coordinator

Ball State University

Muncie, IN

Job posting number: #7103786 (Ref:BSU31740)

Posted: June 23, 2022

Application Deadline: Open Until Filled

Job Description

Perform managerial, financial, curricular and administrative assistance in support of School of Art operations and its director.

The School of Art welcomes applications for an office coordinator to join our dynamic and collaborative team in support of unit operations. Serving as the first point of contact in the unit office, and interfacing with staff, faculty, students, alumni, and visitors, this position provides the opportunity to connect with our artistic units while supporting School of Art.

Job Function:

Perform managerial, financial, curricular and administrative assistance in support of School of Art 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.

Preferred Education:

Bachelor's degree or equivalent.

Minimum Experience:

At least one year of general office or secretarial experience.

Preferred Experience:

Accounting or budgeting experience.

Duties and Responsibilities:

  • BUDGET - Oversee multiple department budget accounts; includes prepare purchase orders and payment request vouchers for all expenditures; track requisitions, travel expenditures, equipment and supplies, and student wages; prepare and submit EPAFs as needed; reconcile multiple departmental credit card statements; facilitate financial transactions with the foundation; utilize spreadsheet software and prepare budgetary reports for the director.
  • 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.
  • 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.
  • 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.
  • 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.
  • UNIT SPECIFIC NON-PERFORMANCE EVENT PLANNING AND MANAGEMENT - plan and organize unit specific events, including invitations, catering, setup, breakdown, and other related tasks.
  • BACKUP – Provide ancillary/backup support in the absence of the Administrative Coordinator.
  • OTHER DUTIES – Perform other related duties and special projects as assigned.
  • ATTENDANCE - Maintain regular and predictable attendance.
  • FACILITIES - Maintain the security and upkeep of buildings, rooms, and belongings; coordinate facilities operations for classrooms, offices, and hybrid spaces, 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 keys / activation of Student/Employee ID cards for access to rooms and buildings; Maintain master key to provide faculty staff and students with access rooms; Maintain storage; Routinely inspect facilities for areas in need of maintenance; Submit through Work Control work orders; assist personnel in facilities upkeep; coordinate with risk management to ensure facilities are in compliance with university policies.


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.


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