Administrative Coordinator

Ball State University • Muncie, IN

9d • $17 - $18 • Onsite

About The Position

The Department of Landscape Architecture welcomes applications for an Administrative Coordinator. This position serves as the forward-facing person to faculty and students of the department. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Requirements

• Eighteen months of specialized training or education beyond high school or equivalent.
• At least one year of secretarial, clerical, office or related experience.
• Proficiency with Microsoft Word and Excel; Zoom; strong communication skills.
• Current authorization to be employed in the United States without employer sponsorship.

Nice To Haves

• Associate’s degree in secretarial science, office administration, or related field.
• More than three years of secretarial, clerical, office or related experience.
• Familiarity with Banner; experience working with budgets; supervisory experience.

Responsibilities

• Perform receptionist duties; receive all visitors and telephone calls, answer inquiries, and direct individuals; maintain bulletin boards, student mail boxes, and display case; assist in making room reservations; schedule conference room.
• Develop and initiate administrative forms, including absence reports, time sheets, purchase requests, etc.; ensure forms flow is timely and goes through proper channels; maintain and order supplies; authorize purchase requisitions, complete travel expenditures, and transfers.
• Prepare annual report; perform calculations for statistics; research and compile information for reports; tabulate enrollment and alumni statistics necessary for department planning and accreditation; ASLA and departmental strategic plan reporting.
• Assist Chair with updating and maintaining office calendar; setting up virtual and in-person faculty and departmental meetings; onboarding of new faculty.
• Serve as secretary for departmental faculty and Professional Advisory Board meetings and other committees as necessary. Perform related written work as needed.
• Provide detailed information to faculty and students regarding course scheduling, registration, and related university procedures.
• Hire, train, and supervise student office workers, including assigning of work, evaluating performance, disciplining, and verifying time sheets.
• Participate in departmental decision making involving long range and day-to-day sustainable operations of the departmental office; suggest and initiate physical and procedural office improvements as needed.
• Assist Chairperson and faculty to develop and implement departmental budget; verify budget and monitor expenditures for all accounts of the department; prepare expenditure projections for budget requests.
• Monitor scholarship budgets; prepare correspondence, reports, and manuscripts as needed to support this engagement; work with SPO and Banner on budget.
• Assist faculty with paperwork, filing, and tracking professional and class travel engagements.
• Update and maintain department student and alumni database; oversee program handbooks/sheets for undergraduate and graduate programs; initiate website changes to maintain currency and meet LAAB standards.
• Assist faculty with social media presence, alumni outreach efforts; serve as liaison between the department and the Alumni Office; coordinate Advisory Board visits both virtual and in person, including and luncheon; accommodate needs of visiting departmental guests.
• Monitor and maintain graduate and undergraduate student records, alert advisors of problems, and request computer reports of student progress; monitor time sheets for graduate assistants.
• Assist faculty and graduate/undergraduate program directors with recruitment and assessment efforts, internships, and organize special events (e.g., graduation receptions, all-department meetings).
• Maintain regular and predictable attendance.
• Perform other related duties as assigned.

Benefits

• Paid 10 to 24 vacation days
• 12 sick days
• 10 holidays a year
• Paid parental leave (6 weeks)
• Affordable health and dental insurance
• Robust long-term disability and life insurance plans
• Range of retirement benefits
• 90 percent of your child's (or children's) undergraduate college tuition at Ball State
• 100 percent of the tuition costs for you to earn your undergraduate degree
• 80 percent of your graduate tuition
• Health Savings Account (with contribution)
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED