Administrative Coordinator
Ball State
Muncie, IN
Full-time
Administration / Clerical
Posted on April 4, 2024
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
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator
About this Opportunity
Ball State's Rinker Center for Global Affairs invites applications for Administrative Coordinator.
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 is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
10
Wages Begin At
16.2
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Serve as office and communication coordinator; provide secretarial support which assists the Executive Director, Directors and staff members in carrying out their duties and responsibilities for the Center; be the first line of communication for International Students and direct them to the appropriate resources to support their persistence and success. Provide support for the Intensive English Institute as needed; Provide back-up for all digital platforms including Terra Dotta, Banner, SciQuest and Canvas, and provide support for tracking relevant data within 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 receptionist, secretarial or related office experience.
Minimum Other
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Preferred Experience
Experience working with international students and experience with limited language barriers.
Preferred Other
Competency in a language other than English.
Position Title(s) Supervised
None
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 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank 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
Serve as office and communications coordinator; includes answer multi-line telephones; transfer calls to appropriate staff member or voicemail as needed; schedule and monitor calendar appointments for a team of staff members; greet incoming visitors; direct them to the appropriate resources to support their persistence and success; recognize and initiate contact with students that may need individual/private meetings to resolve issue/concerns; assist students in Banner to obtain their BSU identification number required for appointments.
Ranking
2
Job Duty
Provide secretarial and departmental support to assist the Executive Director, Directors and staff members in carrying out their duties and responsibilities; make appointments and maintain the calendar for the directors; greet incoming visitors; communicate messages to appropriate staff via Outlook or voice mail; initiate deposits for Bursar's office; initiate and order business cards, name badges for staff, GA's, international students and student employees, and other supplies as needed; initiate courier requests as needed; organize various meetings for the Center as requested. Prepare, edit, and disseminate correspondence and other materials, including flyers and campus COMM center announcements about International events, speakers, and opportunities. Take and maintain minutes in meetings.
Ranking
3
Job Duty
Schedule events and coordinate details such as room scheduling, catering, speakers, email correspondence, marketing, and other details.
Ranking
4
Job Duty
Monitor student work schedules to provide adequate coverage for the front desk; review office policies and procedures.
Ranking
5
Job Duty
Remain knowledgeable about all support services for International Students and proactive about directing them to the appropriate resources. Communicate effectively with International Student Services, International Student Recruitment, Student Affairs, and Student Academic Advising to identify gaps in international student data or needs and share them with the Executive Director.
Ranking
6
Job Duty
Manage passport photo process for passport pictures and international ID cards; stay current on passport picture regulations.
Ranking
7
Job Duty
Serve as back up travel coordination and schedule for the Rinker Center which includes Administrative team, Study Abroad, and Global Initiatives; initiate travel authorization, process registration, and prepare travel expense report; review the travel policies and procedures; monitor the approval process and effectively communicate and resolve any concerns.
Ranking
8
Job Duty
Inventory office supplies on a bi-weekly basis; initiate orders to avoid being out of stock on any items; monitor supply closet and keep in orderly manner; utilize the department procurement card to purchase items requested; monitor the inventory of promotional items. Oversee the maintenance of three department copiers; initiate maintenance when needed; order copier supplies when needed.
Ranking
9
Job Duty
Prepare EPAFs (Employee Personnel Action Forms) on student employees for Student Services, Study Abroad and Global Initiatives unit; monitor and drop employees from payroll once graduated or position ended.
Ranking
10
Job Duty
Manage the reservations for the Phyllis Yuhas room; review the reservation guidelines with clients and potential clients; complete and process the contract prior to the event; schedule a monitor prior to the event; post reservation schedule weekly; review room for set up prior to each meeting reservation. Manage and maintain the inventory of Center keys for offices, furniture, cabinets, etc.; monitor the key check-out request; order keys when necessary. Initiate B450 document to receive and send items from university excess.
Ranking
11
Job Duty
Maintain and monitor department kitchen appliances (refrigerator and dishwasher) and storage closet for cleanliness and orderly condition on a daily basis; conduct inventory and order kitchen supplies as needed; monitor the contents in the cabinets for proper placement.
Ranking
12
Job Duty
Distribute office mail; prepare various forms as required for overseas mailings; create courier requests as needed; initiate work orders as needed.
Ranking
13
Job Duty
Perform other related duties as assigned.
Ranking
14
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401450SF
Number of Vacancies
1
Desired Start Date
05/06/2024
Position End Date (if temporary)
Open Date
04/03/2024
Close Date
04/16/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
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
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator
About this Opportunity
Ball State's Rinker Center for Global Affairs invites applications for Administrative Coordinator.
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 is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
10
Wages Begin At
16.2
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Serve as office and communication coordinator; provide secretarial support which assists the Executive Director, Directors and staff members in carrying out their duties and responsibilities for the Center; be the first line of communication for International Students and direct them to the appropriate resources to support their persistence and success. Provide support for the Intensive English Institute as needed; Provide back-up for all digital platforms including Terra Dotta, Banner, SciQuest and Canvas, and provide support for tracking relevant data within 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 receptionist, secretarial or related office experience.
Minimum Other
- Excellent communication and customer service skills;
- Strong organizational skills;
- Ability to manage multiple duties simultaneously;
- Must possess and maintain a valid Indiana Driver's License and be insurable under the university's auto fleet policy; supervisory experience.
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Preferred Experience
Experience working with international students and experience with limited language barriers.
Preferred Other
Competency in a language other than English.
Position Title(s) Supervised
None
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 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank 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
Serve as office and communications coordinator; includes answer multi-line telephones; transfer calls to appropriate staff member or voicemail as needed; schedule and monitor calendar appointments for a team of staff members; greet incoming visitors; direct them to the appropriate resources to support their persistence and success; recognize and initiate contact with students that may need individual/private meetings to resolve issue/concerns; assist students in Banner to obtain their BSU identification number required for appointments.
Ranking
2
Job Duty
Provide secretarial and departmental support to assist the Executive Director, Directors and staff members in carrying out their duties and responsibilities; make appointments and maintain the calendar for the directors; greet incoming visitors; communicate messages to appropriate staff via Outlook or voice mail; initiate deposits for Bursar's office; initiate and order business cards, name badges for staff, GA's, international students and student employees, and other supplies as needed; initiate courier requests as needed; organize various meetings for the Center as requested. Prepare, edit, and disseminate correspondence and other materials, including flyers and campus COMM center announcements about International events, speakers, and opportunities. Take and maintain minutes in meetings.
Ranking
3
Job Duty
Schedule events and coordinate details such as room scheduling, catering, speakers, email correspondence, marketing, and other details.
Ranking
4
Job Duty
Monitor student work schedules to provide adequate coverage for the front desk; review office policies and procedures.
Ranking
5
Job Duty
Remain knowledgeable about all support services for International Students and proactive about directing them to the appropriate resources. Communicate effectively with International Student Services, International Student Recruitment, Student Affairs, and Student Academic Advising to identify gaps in international student data or needs and share them with the Executive Director.
Ranking
6
Job Duty
Manage passport photo process for passport pictures and international ID cards; stay current on passport picture regulations.
Ranking
7
Job Duty
Serve as back up travel coordination and schedule for the Rinker Center which includes Administrative team, Study Abroad, and Global Initiatives; initiate travel authorization, process registration, and prepare travel expense report; review the travel policies and procedures; monitor the approval process and effectively communicate and resolve any concerns.
Ranking
8
Job Duty
Inventory office supplies on a bi-weekly basis; initiate orders to avoid being out of stock on any items; monitor supply closet and keep in orderly manner; utilize the department procurement card to purchase items requested; monitor the inventory of promotional items. Oversee the maintenance of three department copiers; initiate maintenance when needed; order copier supplies when needed.
Ranking
9
Job Duty
Prepare EPAFs (Employee Personnel Action Forms) on student employees for Student Services, Study Abroad and Global Initiatives unit; monitor and drop employees from payroll once graduated or position ended.
Ranking
10
Job Duty
Manage the reservations for the Phyllis Yuhas room; review the reservation guidelines with clients and potential clients; complete and process the contract prior to the event; schedule a monitor prior to the event; post reservation schedule weekly; review room for set up prior to each meeting reservation. Manage and maintain the inventory of Center keys for offices, furniture, cabinets, etc.; monitor the key check-out request; order keys when necessary. Initiate B450 document to receive and send items from university excess.
Ranking
11
Job Duty
Maintain and monitor department kitchen appliances (refrigerator and dishwasher) and storage closet for cleanliness and orderly condition on a daily basis; conduct inventory and order kitchen supplies as needed; monitor the contents in the cabinets for proper placement.
Ranking
12
Job Duty
Distribute office mail; prepare various forms as required for overseas mailings; create courier requests as needed; initiate work orders as needed.
Ranking
13
Job Duty
Perform other related duties as assigned.
Ranking
14
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401450SF
Number of Vacancies
1
Desired Start Date
05/06/2024
Position End Date (if temporary)
Open Date
04/03/2024
Close Date
04/16/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
- Cover Letter
- Resume
- Undergraduate Transcripts
- Letter of Recommendation 1
