Administrative Coordinator

Ball State University's Department of English welcomes applications for an Administrative Coordinator.

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.

Support the Department Chairperson, coordinate the department office, and oversee the daily work flow.

Associate's degree or equivalent.

Over one through three years of related experience; supervisory experience.

Experience in an academic office; budget management experience; good communication skills.

Secretaries

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.

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.

Monitor, record and update all department budgets, including but not limited to supplies and expenses, student worker wages, grants and awards, research incentives, indirect costs, the freshman textbook fund, individual program funds and Ball State University Foundation accounts. Process all purchases and reimbursements for department and faculty expenditures.

Process and maintain all travel requests for the faculty, staff, graduate assistants, graduate and undergraduate students; make arrangements for University Motor Pool Vehicles; monitor and process reimbursements; track department travel budget, etc.

Communicate with administrators, other Chairpersons, faculty, staff, and students and serve as information source and troubleshooter.

Analyze non-standard situations, determine best solution, or direct person/problem to appropriate area.

Prepare and maintain files for faculty job searches; utilize most recent hiring

software for recruiting all candidates; correspond and communicate

with candidates.

Help to onboard new faculty and graduate assistant hires as to University policies, procedures and resources. Monitor departmental time cards, recording faculty absences and approving student worker and graduate assistant time cards.

Research, compile, and contribute data to various reports including personnel records, annual and unit reports, etc.

Monitor, prioritize and respond to all departmental communications through email and postal mail, acting on routine items of correspondence and departmental business.

Coordinate calendars as needed for Chairperson and department, helping to schedule meetings as needed for department business, annual review, P&T, and other personnel discussions.

Provide and maintain confidential files for promotion and tenure documentation, salary applications, graduate faculty applications; create and maintain files for faculty candidates.

In tandem with departmental operations coordinator and schedule specialist, process annual load and wage confirmations through university FLAC system and process non-standard stipend and wage payments through EPAFs.

Maintain, inventory and order all office supplies and departmental equipment. Serve as liaison for department with Facilities Planning and Management and Custodial Services for needed building requests and area repairs.

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 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.'