Administrative Coordinator
Ball State
Muncie, IN
Full-time
Administration / Clerical
Posted on May 10, 2023
Posting Details
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
Join a vibrant, engaged team devoted to Global Initiatives on campus, supporting our international students in their programs of study, and assisting with cultural programming and outreach. Our ideal candidate will be detail-oriented, possess strong interpersonal skills, can work independently on multiple projects, and have solid oral and written communication abilities. There are opportunities to grow your potential and expand your horizons here at Ball State!
The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.
Our Statement on Inclusiveness
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 support for the success of our international students as well as all our students and staff as they explore global initiatives in terms of learning, research, and community engagement. Assist the Executive Director, the Unit Directors, and staff members in carrying out their duties and responsibilities; Serve as Communication Specialist for the unit; greeting incoming visitors, managing written communication and paperwork, tracking participation in events and programs, and promoting the internationalization efforts of the Center.
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.
Minimum Experience
One year of administrative, secretarial or related experience.
Minimum Other
Strong oral and written communication skills; ability to multitask; strong computer skills, especially MS Office and accounting spreadsheets; must possess and maintain a valid Indiana Driver's License and be insurable under the university's auto fleet policy.
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
Bachelor's degree.
Preferred Experience
Experience working with budgets; knowledge of accounting principles; Banner experience; Experience working with international students.
Preferred Other
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
Rinker Center for Global Affairs:171340
Department Information
Department Email or Phone Number
765-285-5422
Duties & Responsibilities
Ranking
1
Job Duty
Provide administrative and departmental support to assist the Executive Director, Directors and staff members in carrying out their duties and responsibilities; this includes but is not limited to the issuance of letters, preparation and transmission of a variety of financial documents, assistance in preparing, compiling, and reporting appropriate documentation and data, as well as track data and progress related to high impact practice course implementation.
Ranking
2
Job Duty
Serve as Communication specialist with departments, vendors, faculty, students, staff and the public to provide information and clarify the role and responsibilities of the Rinker Center for Global Affairs. Assist in event planning, communicate with appropriate stakeholders, track participation, and prepare reports as needed.
Ranking
3
Job Duty
Provide administrative support to the Center; includes answer multi-line telephones; transfer calls to appropriate staff member or voicemail as needed; schedule and monitor calendar appointments for Rinker Center staff members; greet incoming visitors; recognize and initiate contact with student that may need individual/private meeting to resolve issue/concerns.
Ranking
4
Job Duty
Manage the project schedule for the unit. Includes: Schedule meetings; prepare correspondence, reports, forms, and specialized documents; format and proofread materials for accuracy, completeness and compliance with departmental policies; prepare and update a variety of statistical reports, office collaterals, policy and procedure manuals, training manuals and presentations. Update the website as needed.
Ranking
5
Job Duty
Supervise student employees. Includes: select, interview, hire, train and supervise student employees; maintain and monitor student employee and graduate assistant work schedules and records; provide assistance and oversight for outreach activities, marketing projects, presentations and social media content.
Ranking
6
Job Duty
In collaboration with the Office Manager: process bills and invoices for payment; prepare and transmit a variety of financial documents; maintain records of financial transactions; oversee collection, subscriptions, memberships, and record keeping; prepare vouchers, purchase orders, requisitions and other accounting documents; communicate with staff from other departments about financial matters as appropriate.
Ranking
7
Job Duty
In collaboration with the Directors and the Office Manager: monitor university funds in budgets for programs, scholarships, and development; serve as a member of the scholarship committee for the Office; compile student and financial fund data; ensure scholarships are distributed properly to recipients; communicate with recipients and declined applicants; communicate with departments and the Foundation in conjunction with scholarship distributions; prepare, compile, and submit proper scholarship documentation and reports to various entities
Ranking
8
Job Duty
Participate in planning for and supporting the Rinker Center for Global Affairs and university events; i.e., international student orientation, freshman orientation, Study Abroad Fair and other events. This may include particular support for International Student Services.
Ranking
9
Job Duty
Assist with development and updating training module for all student workers, graduate assistants and support staff in regard to customer service.
Ranking
10
Job Duty
Take and distribute minutes for meetings as needed. This may include support of any of the Directors within the Center.
Ranking
11
Job Duty
Perform other related duties as assigned
Ranking
12
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202301249SF
Number of Vacancies
1
Desired Start Date
06/26/2023
Position End Date (if temporary)
Open Date
05/09/2023
Close Date
06/04/2023
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
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
Join a vibrant, engaged team devoted to Global Initiatives on campus, supporting our international students in their programs of study, and assisting with cultural programming and outreach. Our ideal candidate will be detail-oriented, possess strong interpersonal skills, can work independently on multiple projects, and have solid oral and written communication abilities. There are opportunities to grow your potential and expand your horizons here at Ball State!
The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.
Our Statement on Inclusiveness
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 support for the success of our international students as well as all our students and staff as they explore global initiatives in terms of learning, research, and community engagement. Assist the Executive Director, the Unit Directors, and staff members in carrying out their duties and responsibilities; Serve as Communication Specialist for the unit; greeting incoming visitors, managing written communication and paperwork, tracking participation in events and programs, and promoting the internationalization efforts of the Center.
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.
Minimum Experience
One year of administrative, secretarial or related experience.
Minimum Other
Strong oral and written communication skills; ability to multitask; strong computer skills, especially MS Office and accounting spreadsheets; must possess and maintain a valid Indiana Driver's License and be insurable under the university's auto fleet policy.
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
Bachelor's degree.
Preferred Experience
Experience working with budgets; knowledge of accounting principles; Banner experience; Experience working with international students.
Preferred Other
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
Rinker Center for Global Affairs:171340
Department Information
Department Email or Phone Number
765-285-5422
Duties & Responsibilities
Ranking
1
Job Duty
Provide administrative and departmental support to assist the Executive Director, Directors and staff members in carrying out their duties and responsibilities; this includes but is not limited to the issuance of letters, preparation and transmission of a variety of financial documents, assistance in preparing, compiling, and reporting appropriate documentation and data, as well as track data and progress related to high impact practice course implementation.
Ranking
2
Job Duty
Serve as Communication specialist with departments, vendors, faculty, students, staff and the public to provide information and clarify the role and responsibilities of the Rinker Center for Global Affairs. Assist in event planning, communicate with appropriate stakeholders, track participation, and prepare reports as needed.
Ranking
3
Job Duty
Provide administrative support to the Center; includes answer multi-line telephones; transfer calls to appropriate staff member or voicemail as needed; schedule and monitor calendar appointments for Rinker Center staff members; greet incoming visitors; recognize and initiate contact with student that may need individual/private meeting to resolve issue/concerns.
Ranking
4
Job Duty
Manage the project schedule for the unit. Includes: Schedule meetings; prepare correspondence, reports, forms, and specialized documents; format and proofread materials for accuracy, completeness and compliance with departmental policies; prepare and update a variety of statistical reports, office collaterals, policy and procedure manuals, training manuals and presentations. Update the website as needed.
Ranking
5
Job Duty
Supervise student employees. Includes: select, interview, hire, train and supervise student employees; maintain and monitor student employee and graduate assistant work schedules and records; provide assistance and oversight for outreach activities, marketing projects, presentations and social media content.
Ranking
6
Job Duty
In collaboration with the Office Manager: process bills and invoices for payment; prepare and transmit a variety of financial documents; maintain records of financial transactions; oversee collection, subscriptions, memberships, and record keeping; prepare vouchers, purchase orders, requisitions and other accounting documents; communicate with staff from other departments about financial matters as appropriate.
Ranking
7
Job Duty
In collaboration with the Directors and the Office Manager: monitor university funds in budgets for programs, scholarships, and development; serve as a member of the scholarship committee for the Office; compile student and financial fund data; ensure scholarships are distributed properly to recipients; communicate with recipients and declined applicants; communicate with departments and the Foundation in conjunction with scholarship distributions; prepare, compile, and submit proper scholarship documentation and reports to various entities
Ranking
8
Job Duty
Participate in planning for and supporting the Rinker Center for Global Affairs and university events; i.e., international student orientation, freshman orientation, Study Abroad Fair and other events. This may include particular support for International Student Services.
Ranking
9
Job Duty
Assist with development and updating training module for all student workers, graduate assistants and support staff in regard to customer service.
Ranking
10
Job Duty
Take and distribute minutes for meetings as needed. This may include support of any of the Directors within the Center.
Ranking
11
Job Duty
Perform other related duties as assigned
Ranking
12
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202301249SF
Number of Vacancies
1
Desired Start Date
06/26/2023
Position End Date (if temporary)
Open Date
05/09/2023
Close Date
06/04/2023
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
- Resume
- Cover Letter