Administrative Coordinator

Posting Details
Position Information

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Position Title	Administrative Coordinator
About this Opportunity	Ball State’s Office of Immersive Learning welcomes 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 excellence and 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	Coordinate office operations for the Office of Immersive Learning; help schedule, promote, track, and report on Immersive Learning and High Impact Practices programming, events, grants, professional development, budgets, committees, and classes.
Minimum Education	Associate’s degree or an additional two years of related experience will be accepted in lieu of an associate’s degree.
Minimum Experience	At least one year of experience working with multiple projects involving scheduling, complex budgets and account management.
Minimum Other	At least one year of experience using Microsoft Office software, specifically Outlook and Excel.
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	Project management, office management, and events planning experience; excellent writing, communication, and public relations skills; excellent organizational skills; supervision experience; experience working with grant-funded initiatives; experience working with large data sets and assisting with report writing; knowledge of Banner systems.
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 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	Office of Immersive Learning:171220
Department Information
Department Email or Phone Number	[email protected]

Duties & Responsibilities

Ranking

1

Job Duty

Provide support for the Director of Immersive Learning and High Impact Practices, project managers, and project committees; includes assisting with event and program coordination, promotion, participation tracking, and assessments. Includes creating report summaries. May also include creating content and posting on social media, creating flyers and other promotional items, creating web content, and/or composing emails.

Ranking	2
Job Duty	Serve as a representative of the unit and first contact for faculty, students, and community members by phone, web form, email, and in person. Answers questions about programs, funding opportunities, and classes, and connects people with appropriate staff.

Ranking	3
Job Duty	Monitor and reconcile the department’s budget for general fund and foundation accounts; includes preparing accounting records, tracking expenditures, processing faculty awards and stipends, and making payments to vendors. Create monthly budget reports for the Director and offices of the VPAA and Provost.

Ranking	4
Job Duty	Monitor, process, and track grant, award, and professional development funding, including creating FOAPs, requesting RIAs, managing designated accounts, and processing journal vouchers. Answer questions from faculty, students, and staff regarding funding and account balances. Manage end-of-year budget reconciliation.

Ranking	5
Job Duty	Schedule meetings and maintain the office calendar and digital file archive. Manage purchasing, travel authorizations, catering orders, and work orders for the unit, as needed. Monitor office accounts, contracts, equipment, spaces, and supplies and address/communicate any issues.

Ranking	6
Job Duty	Assist Director in tracking and creating report summaries related to program outcomes; may include tracking participants, archiving applications, coordinating program evaluations, and summarizing numerical and descriptive findings. Assist in verifying course attributes for all high-impact practices. Assist in archiving course materials in Cardinal Scholar.

Ranking	7
Job Duty	Assist in scheduling and supervising student workers and committee members; assign and review work; monitor attendance; provide feedback and discipline, as necessary.

Ranking	8
Job Duty	Perform other related duties as assigned.

Ranking	9
Job Duty	Maintain regular and predictable attendance.

Posting Detail Information

Posting Number	202401444SF
Number of Vacancies	1
Desired Start Date	05/01/2024
Position End Date (if temporary)
Open Date	03/26/2024
Close Date	04/08/2024
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.’