Administrative Coordinator
Full Time
Muncie, IN 47306
$15.90 an hour
Posted Today
Job description
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
Position Title
Administrative Coordinator
About this Opportunity
The Department of Landscape Architecture welcomes applicants for Administrative Coordinator. This position serves as the primary assistant to the department chairperson, coordinates all office activities and is the front-line contact for our faculty, alumni, donors, and college and university staff. The ideal candidate will be team-oriented, have strong interpersonal skills, be comfortable with basic computer office skills, and be willing to update skillsets as needed. Excellent oral and written communication abilities are also necessary.
Inclusive Excellence Statement
At Ball State University, inclusiveness and freedom of expression are a part of our enduring values and inform all of our efforts. We encourage applicants to familiarize themselves with our
Inclusive Excellence Plan to learn more about our commitment and to identify how you might contribute to these efforts.
Salary Grade
10
Wages Begin At
15.9
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Provide flexible, supplementary, and complementary suppost to aid the Chairperson and departmental faculty in achieving their goals and objectives of the department program and policies by directing, supervising, and executing the administrative and secretarial duties required by the department.
Minimum Education
Associate’s degree or the equivalent of two years of experience will be accepted in lieu of an associate’s degree.
Minimum Experience
At least one year of secretarial, clerical, office or related experience.
Minimum Other
Proficiency with Microsoft Word and Excel; Zoom; strong communication skills.
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
Associate’s degree in secretarial science, office administration, or related field.
Preferred Experience
More than three years of secretarial, clerical, office or related experience.
Preferred Other
Familiarity with Banner; experience working with budgets; supervisory experience.
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 22,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 120 undergraduate programs. We offer more than 140 master’s, doctoral, certificate, and specialist degrees, with many of them ranking 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
Landscape Architecture:200030
Department Information
Department Email or Phone Number
mhunt@bsu.edu
Duties & Responsibilities
Ranking
1
Job Duty
Perform receptionist duties; receive all visitors and telephone calls, answer inquiries, and direct individuals; maintain bulletin boards, student mail boxes, and display case; assist in making room reservations; schedule conference room.
Ranking
2
Job Duty
Develop and initiate administrative forms, including absence reports, time sheets, purchase requests, etc.; ensure forms flow is timely and goes through proper channels; maintain and order supplies; authorize purchase requisitions, complete travel expenditures, and transfers.
Ranking
3
Job Duty
Prepare annual report; perform calculations for statistics; research and compile information for reports; tabulate enrollment and alumni statistics necessary for department planning and accreditation; ASLA reporting.
Ranking
4
Job Duty
Assist Chair with updating and maintaining office calendar; setting up virtual and in-person faculty and departmental meetings; onboarding of new faculty.
Ranking
5
Job Duty
Serve as secretary for departmental faculty and Professional Advisory Board meetings and other committees as necessary. Perform related written work as needed.
Ranking
6
Job Duty
Provide detailed information to faculty and students regarding course scheduling, registration, and related university procedures.
Ranking
7
Job Duty
Prepare annual reports; perform calculations for statistics; research and compile information for reports; tabulate enrollment and alumni statistics necessary for department/program planning and accreditation; ASLA and departmental strategic plan reporting.
Ranking
8
Job Duty
Hire, train, and supervise student office workers, including assigning of work, evaluating performance, disciplining, and verifying time sheets.
Ranking
9
Job Duty
Participate in departmental decision making involving long range and day-to-day sustainable operations of the departmental office; suggest and initiate physical and procedural office improvements as needed.
Ranking
10
Job Duty
Assist Chairperson and faculty to develop and implement departmental budget; verify budget and monitor expenditures for all accounts of the department; prepare expenditure projections for budget requests.
Ranking
11
Job Duty
Monitor scholarship budgets; prepare correspondence, reports, and manuscripts as needed to support this engagement; work with SPO and Banner on budget.
Ranking
12
Job Duty
Assist faculty with paperwork, filing, and tracking professional and class travel engagements.
Ranking
13
Job Duty
Update and maintain department student and alumni database; oversee program handbooks/sheets for undergraduate and graduate programs; initiate website changes to maintain currency and meet LAAB standards.
Ranking
14
Job Duty
Assist faculty with social media presence, alumni outreach efforts; serve as liaison between the department and the Alumni Office; coordinate Advisory Board visits both virtual and in person, including and luncheon; accommodate needs of visiting departmental guests.
Ranking
15
Job Duty
Monitor and maintain graduate and undergraduate student records, alert advisors of problems, and request computer reports of student progress; monitor time sheets for graduate assistants.
Ranking
16
Job Duty
Assist faculty and graduate/undergraduate program directors with recruitment and assessment efforts, internships, and organize special events (e.g., graduation receptions, all-department meetings).
Ranking
17
Job Duty
Maintain regular and predictable attendance.
Ranking
18
Job Duty
Perform other related duties as assigned.
Posting Detail Information
Posting Number
202301253SF
Desired Start Date
06/19/2023
Position End Date (if temporary)
Open Date
05/15/2023
Close Date
06/02/2023
Open Until Filled
No
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