Transfer Center Experience and Operations Coordinator

Ball State University•Muncie, IN

15d•$15 - $16•Onsite

About The Position

The Transfer Experience & Operations Coordinator plays a vital role in supporting the Transfer Center’s mission of identifying, recruiting, enrolling, and supporting transfer students and their families throughout the transfer process. Serving as the first point of contact for the Transfer Center, this position provides exceptional customer service through in-person interactions, phone communication, email correspondence, and virtual appointments while ensuring a welcoming and student-focused environment. The Coordinator manages daily operational and administrative functions for the Transfer Center, including coordinating recruitment activities, maintaining travel and event logistics, processing operational documentation, managing communications, and supporting transfer-related programs and events. This role also provides organizational and administrative support to the Director of the Transfer Center, Senior Transfer Coordinator, and Transfer Recruiter and Advisors through scheduling, project coordination, reporting, and office management. The ideal candidate is highly organized, detail-oriented, collaborative, and able to thrive in a fast-paced environment while effectively supporting students, staff, and campus partners. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Requirements

Eighteen months of education or training beyond high school or equivalent in a business-related area.
Over one through three years of administrative experience, customer service, computer, oral, and written communications experience.
Current authorization to be employed in the United States without employer sponsorship.

Nice To Haves

Associate’s degree.
Experience in a college admissions office.

Responsibilities

Serve as the first point of contact for the Transfer Center in-person appointments, telephone lines and Transfer Center email; greet students and guests in a friendly and welcoming manner in the front-facing role; record and relay telephone messages; respond to questions, provide accurate information, and make referrals to the correct individual or office; route calls to other areas as needed; serve as a primary resource person for the Transfer Center, Office of Undergraduate Admissions and other offices in Lucina Hall.
Provide organizational program and administrative support for all transfer admissions recruitment activities; maintain master travel calendar for the Director of the Transfer Center, the Senior Transfer Coordinator and the Transfer Recruiter and Advisors; process travel authorizations and forward to Transportation for fleet car usage for recruitment travel; process expense vouchers and other related forms for recruitment operations; maintain master files of all travel documentation including monitoring record retention procedures; monitor approval process of travel authorization and expense reports in the Chrome River Travel Module.
Provide excellent customer service for prospective students, admitted students, family members, new students, and the university community; analyze and resolve various situations by taking action and referring to appropriate personnel.
Reserve BSU vehicles for staff usage for recruitment and usage for various events; provide Transportation Department with the proper approved documentation required for vehicle reservations. Oversee communication with Transportation for staff needs and questions. Update reservations and paperwork, as needed, as travel requirements/information fluctuate.
Perform Data Entry in Slate, the CRM system; perform follow-up checks to student records and transcripts to verify students’ articulation agreement and scholarship information is updated and accurate; manage visit information in Slate; retrieve information for statistical reports for the office.
Coordinate projects and meetings for the Transfer Center team; schedule guest speakers for meetings as required; attend staff meetings and generate meeting minutes; schedule professional development meetings and other events/meetings as needed.
Process any transfer fair-related registration forms for the entire transfer staff; process payment of any fair registration fees.
Prepare printed and digital materials; coordinate distribution of materials to institutions and Ball State faculty and administrators; supervise the registration of Transfer Visit Days, Transfer Appointments, both in person and virtual.
Manage and facilitate the communication with prospective transfer students through the Transfer Center email account, including corresponding with individuals about admission-related information, coordinate scheduling and communication of appointments, in-person or virtual, with Transfer Center staff; gather information needed from individuals to help prepare information for Transfer Center staff for recruiting and advising students.
Itemize budgets for program and expenditure reviews; monitor spending and coordinate appropriate forms. Provide a yearly budget overview and projections for the next transfer recruitment cycle.
Coordinate and assist with the search process for professional transfer staff positions; create detailed interview schedules and provide to each candidate via email with detailed interview information; arrange and organize interview schedules for appropriate staff members’ involvement.
Understand and effectively communicate university policies and procedures; compose and respond to correspondence; maintain cooperative procedures and referrals with other campus and external offices and organizations.
Serve as a back–up to the Welcome Center for facilitating the check-in process for a campus visit as well as the registration process for campus visits, and to assist the Welcome Center student staff as needed.
Research transfer-related topics as needed.
Develop, organize, and maintain multiple filing systems, including electronic and cabinet filing systems.
Assist with call campaigns as needed during various parts of the semester regarding missing materials, awaiting decisions, orientation registration, etc.
Properly dispose of outdated confidential documentation.
Maintain cooperative procedures and referrals with other campus and external offices and organizations.
Perform other related duties as assigned.
Maintain regular and predictable attendance.