Job Description
Coordinate all departmental operations to assure timely and successful completion of all academic, research, and service programs of the department. Supervise student employees.
Ball State University welcomes applications for an Administrative Coordinator.
Job Function:
Coordinate all departmental operations to assure timely and successful completion of all academic, research, and service programs of the department. Supervise student employees.
Minimum Education:
Eighteen months of specialized training or education beyond high school or equivalent.
Preferred Education:
Associate's degree.
Minimum Experience:
One through three years of office coordination, secretarial support, or other related experience.
Preferred Experience:
Experience in an academic office; supervisory experience. Experience with University systems.
Duties and Responsibilities:
- Monitor all non-salary budgets for the department, including S&E, travel, Foundation Alumni accounts, scholarship accounts, grants, and other departmental programs.
- Assist the Chairperson in compiling faculty schedules each semester; implement the deletion and/or addition of classes as necessary; verify academic assignment reports to ensure accurate FTE reporting.
- Each semester monitor, FLAC and create EPAFs when necessary. Monitor enrollments to ensure proper payment.
- Interview, hire, train and assign work to students. Monitor and sign off on payroll. Assist with graduate assistant hiring process; includes advertising, collecting a review of credentials of applicants; complete graduate assistant EPAFs.
- Prepare and oversee the preparation of a variety of university reports concerning items such as program reviews, assignment reports, strategic initiatives, and schedules.
- Oversee the filing of all office documents and records, including recruitment, promotion and tenure documents, and personnel files in order to ensure convenient retrieval and compliance with all applicable university, state, and federal laws and regulations.
- Maintain website, social media, digital sign, and departmental newsletter. Design flyers, prepare letters and memos for faculty and department office.
- Utilize university systems to assist in faculty requests, student information, course, and program enrollment data.
- Maintain daily schedule of Chairperson as requested.
- Inform faculty and staff of all existing and new departmental policies and procedures and assist Chairperson in implementing new policies; recommend changes as needed.
- Support Chair and Recruitment Committee with new faculty searches, includes collecting information for posting, completing forms, working with the University talent management system, and arranging interviews for candidates.
- Perform other related duties as assigned.
- Maintain regular and predictable attendance.
- Serve as initial contact to prospective MA, MPA, and undergraduate students.
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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