Administrative Coordinator

Ball State University

Muncie, IN

Job posting number: #7238874 (Ref:BSU42600)

Posted: April 24, 2024

Application Deadline: Open Until Filled

Job Description

Perform managerial, financial, and curricular and administrative assistance in support of School of Music operations and its director.

Ball State University welcomes applications for an Administrative Coordinator.

Job Function:

Perform managerial, financial, and curricular and administrative assistance in support of School of Music operations and its director.

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.

Preferred Education:

Bachelor's degree or equivalent.

Minimum Experience:

At least one year of general office or secretarial experience.

Preferred Experience:

Accounting or budgeting experience.

Duties and Responsibilities:

  • BUDGET SUPPORT - Oversee multiple department budget accounts; includes preparing purchase orders and payment request vouchers for all expenditures, equipment and supplies, and student wages; prepare and submit EPAFs as needed; reconcile multiple departmental credit card statements; utilize spreadsheet software and prepare budgetary reports for unit head.
  • ASSIST/SUPPORT THE SCHOOL OF MUSIC DIRECTOR - Provide ancillary support to the unit head - including, but not limited to, promotion, tenure, salary, and merit administrative support, planning materials, annual reports and accreditation documents and reports.
  • COMMUNICATION SUPPORT - Organize and maintain office; Prepare agendas and materials for and schedule meetings, track responses; Maintain minutes and accurate records for all meetings and retreats; Generate and distribute correspondence using word processing and spreadsheet software; Assist in maintaining and keeping complete and accurate documentation files and records.
  • RECEPTION - Greet and assist visitors, direct/refer to appropriate area, receive and screen incoming calls, provide information as needed; In coordination with the other office staff, open and close office; Maintain office equipment and the office’s appearance.
  • CALENDAR SUPPORT - Schedule and oversee calendar for meetings; track responses; schedule conference rooms; schedule classrooms for meetings and forums.
  • MAIL - Process, sort, and distribute school mail and packages; Coordinate systematic development and maintenance of mailing lists and coordinate numerous mailings throughout academic year, both electronic and paper.
  • KRONOS - Prepare, monitor, and facilitate approval and sign off of payroll records for faculty, professional staff and staff on a bi-weekly basis.
  • INVENTORY - Order and inventory supplies and equipment of the office, faculty and classrooms; process paperwork for reimbursement of funds spent; authorize and record use procurement cards; maintain files and records of correspondence pertaining to individual purchase orders, equipment, distribution, items received, back-ordered and returned; enter items as received via SciQuest to process payment of invoices; serve as liaison between vendors and Accounting with regard to invoice payments; monitor and maintain office supplies; interact with Inventory Control regarding inventory of new and used equipment; enter move requests for temporary furniture, long term storage, and items for excess; perform duties related to repairing of office equipment.
  • FACILITIES - Maintain the security and upkeep of buildings, rooms, and belongings; coordinate facilities operations including specially requested custodial, maintenance, and upkeep items, security issues, renovation requests and emergency situations; Maintain the documentation necessary for follow-up to assure completion of requests; Maintain master key to provide faculty, staff, and students with access to rooms; Maintain storage; Routinely inspect facilities for areas in need of maintenance; Submit through Work Control work orders; assist service personnel in facilities upkeep; coordinate with risk management to ensure facilities are in compliance with university policies.
  • ATTENDANCE - Maintain regular and predictable attendance.
  • STUDENT EMPLOYMENT SUPERVISION - Interview, hire, train and supervise student office workers; Coordinate with student employment management to confirm hours and schedules, execute performance evaluations, and ensure budgetary adherence.
  • BACKUP – Perform backup duties in the absence of the Secretary to the Associate Director of the School of Music.
  • UNIT SPECIFIC NON-PERFORMANCE EVENT PLANNING AND MANAGEMENT - plan and organize unit specific events, including invitations, catering, setup, breakdown, and other related tasks.
  • OTHER DUTIES - Perform other related duties and special projects as assigned.

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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More Info

Job posting number:#7238874 (Ref:BSU42600)
Application Deadline:Open Until Filled
Employer Location:Ball State University
United States
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