Administrative Coordinator for the Office of the Executive Director

The Indiana Academy welcomes applications for an Administrative Coordinator for the Office of the Executive Director.

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 excellence and freedom of expression.

Provides administrative support and coordinates functions for the Executive Director and Office of External Affairs at the Indiana Academy; Serves as the lead administrative support for the Indiana Academy; provides administrative support for hiring, payroll, billing, grant tracking, Foundation expenditures, travel expenditures, and purchasing. This position also requires the completion of similar tasks, as described in the job duties, at Burris Laboratory School.

Associate's degree or an additional two years of related experience will be accepted in lieu of an associate's degree.

One year through three years of administrative support experience in an office setting.

Strong written/oral communication skills; working knowledge of Microsoft Office; strong customer service and public relations skills.

Three through five years of administrative support experience; experience working within a secondary school or higher education setting.

Academy student workers

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status.

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.

Perform all business functions for the Office of the Executive Director and the Office of External Affairs, including grant and Foundation expenditures; oversee compliance with University policies and procedures for all Academy divisions.

Prepare all bi-weekly payroll tasks for the approval of the Executive Director. Coordinate with Ball State Human Resources on all employee payroll questions.

Serve as the TMS (Talent Management System) hiring manager, enter new position requests, update position descriptions, and perform other duties assigned to the TMS hiring manager. Maintain position slots and retention/hiring/promotion information for all Academy personnel. Process all EPAF's contracts, search documents, etc.

Responsible for International Program billing. Work closely with the International Program Coordinator on all financial issues concerning international students.

Process all financial aid applications and communicate with families seeking financial aid. Attend orientation and move-in events to answer billing and financial questions. Approve Foundation expenditures for student financial aid.

Supervise, coordinate, and approve all purchases for the Indiana Academy, including online purchasing, receiving, year-end expenditures, store orders, and vendor files. Track technology purchases throughout the year. Prepare, process, and maintain records of all University business transactions relating to Indiana Academy divisions throughout the year. Maintain Academy purchasing records.

Work with the Indiana Department of Education and Academy personnel in Academy reporting.

Coordinate and prepare outgoing mailings for the Office of the Executive Director and the Office of External Affairs.

Process all employee travel requests and reimbursements.

Maintain office equipment and materials. Organize and maintain an adequate inventory of necessary office supplies/items.

Serve as the first point of contact in the office by greeting visitors, answering phones, taking messages, providing oral/written information, or directing inquiries to the appropriate areas/people.

Coordinate with Burris Laboratory School to complete all athletic-related tasks connected to TMS hiring, payroll, and EPAFs. Coordinate with Burris Laboratory School on other tasks assigned by the Executive Director.

Perform other related duties as assigned.

Maintain regular and predictable attendance.

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experience align with the elements of the position description (or leadership profile). In your cover letter, please select one of our enduring values and describe how you have demonstrated a commitment to that value in your professional endeavors.