Ball State University welcomes applications for an Administrative Coordinator.
Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.
Position Function
Provide advanced administrative, operational, fiscal, event, and project coordination support for the School of Journalism and Strategic Communication. Serve as primary administrative support to the Director and School leadership while coordinating complex office operations, financial and personnel processes, student support functions, accreditation reporting, event management, and strategic initiatives. Exercise independent judgment in managing confidential information, interpreting university policies and procedures, coordinating multiple priorities simultaneously, and supporting the School's academic, operational, and outreach activities.
Duties and Responsibilities
- Coordinate and manage day-to-day operations of the School, ensuring efficient workflow, effective administrative support, exemplary customer service, and compliance with university policies and procedures.
- Provide advanced administrative and operational support to the Director and School leadership, including scheduling, correspondence, purchasing, travel coordination, meeting preparation, communications, and support for strategic initiatives and special projects.
- Serve as liaison with university offices, external partners, vendors, alumni, students, and community stakeholders; represent the School at meetings, events, and informational sessions as assigned.
- Interpret and apply university policies and procedures; independently troubleshoot and resolve administrative, operational, fiscal, and procedural issues.
- Monitor, reconcile, and maintain School university and Foundation accounts, budgets, payroll, scholarship administration, and related financial records in accordance with university and Foundation policies and procedures.
- Process purchasing, disbursements, travel documentation, payroll-related transactions, Electronic Personnel Action Forms, and related fiscal activities; serve as travel delegate for faculty, staff, students, candidates, and guests.
- Coordinate faculty and professional staff search processes, onboarding/offboarding activities, faculty workload reporting, graduate faculty applications, personnel records, promotion and tenure documentation, and related personnel processes utilizing university systems.
- Train, assign, and review work of student employees and serve as departmental delegate or coordinator for personnel, payroll, and timekeeping systems.
- Support student enrollment management and student success initiatives by coordinating registration processes, student records, approvals, permissions, recruitment activities, campus visits, and related academic documentation and processes utilizing university systems.
- Coordinate planning and execution of School events, programs, workshops, lectureships, awards programs, outreach initiatives, and other public-facing activities; manage logistics including contracts, vendor coordination, communications, travel arrangements, facility reservations, and operational support.
- Compile, organize, and maintain records, reports, and documentation supporting accreditation, assessment, institutional reporting, compliance, operational continuity, and institutional effectiveness initiatives.
- Coordinate maintenance of departmental databases, inventories, equipment tracking systems, website and digital communications, marketing materials, and administrative records utilizing university systems and electronic storage platforms.
- Perform other related duties as assigned.
- Maintain regular and predictable attendance.
Minimum Qualifications
Associate's degree or equivalent.
Preferred Qualifications
Over one through three years of related experience; supervisory experience.
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