Job Description
Manage office and coordinate office duties and responsibilities; assist Chairperson with departmental operations and procedures for efficient, successful completion of work.
The Department of Finance and Insurance welcomes applications for an Administrator Coordinator. The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.
Job Function:
Manage office and coordinate office duties and responsibilities; assist Chairperson with departmental operations and procedures for efficient, successful completion of work.
Minimum Education:
Associate's degree or an additional two years of related experience will be accepted in lieu of an associate's degree.
Minimum Experience:
Over one through three years of secretarial, or other related experience.
Preferred Experience:
Microsoft Office proficiency; additional years of experience.
Duties and Responsibilities:
- Assemble annual course schedules; update faculty load reports; prepare new course and course revisions as directed by Chairperson; grant online permission for student courses.
- Oversee the filing of all office documents and records; includes recruitment, promotion and tenure documents, memos and letters.
- Verify and ensure timely processing of student timesheets and work records/absence reports for faculty and graduate assistants; prepare and coordinate appropriate documents for faculty employment contracts.
- Assign and review work, orient and train staff and student employees, make recommendations in all areas related to supervision, including but not limited to interviewing and selection, discipline, performance appraisal and training.
- Update instructor assignments in Banner; update full-time equivalency.
- Perform receptionist duties; receive, greet and direct all guests and visitors, answer incoming phone calls/inquiries, and relay messages.
- Process textbook order forms, coordinate orders with appropriate professor; request desk copies and supplemental materials as needed.
- Maintain supply of various forms and provide instruction for completion; independent study procedures form and internship form.
- Support faculty by circulating memos on a timely basis; report equipment maintenance problems; communicate with students regarding departmental information.
- Input all purchase requisitions, authorize online purchase orders, prepare check requests and transfers; prepare, verify and coordinate travel forms for approval.
- Monitor, update and maintain supplies and expenses activities; oversee the use of copiers and computer equipment; monitor key control.
- Support the Chairperson regarding special projects and miscellaneous duties; calendar maintenance, schedule university related appointments, coordinate and plan social functions.
- Perform 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.
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