Administrative Coordinator
Ball State
Muncie, IN
Full-time
Administration / Clerical
Posted on May 3, 2024
Posting Details
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator
About this Opportunity
BSU welcomes applicants for a full-time Department of Speech Pathology and Audiology Administrative Coordinator. The successful candidate will be well organized and able to multi-task in a fast-paced environment. 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 excellenceand 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
The Speech Pathology and Audiology (SPAA) Administrative Coordinator will serve as a vital member of the SPAA department and is responsible for responding to and resolving customer and employee questions and issues regarding department and university policies, procedures and functions. The SPAA Administrative Coordinator will conduct initial research on inquiries/requests and resolve or escalate the case as needed.
Minimum Education
Eighteen months of specialized training or education beyond high school or equivalent.
Minimum Experience
One year of office coordination, secretarial, or related experience.
Minimum Other
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Associate's degree.
Preferred Experience
Experience working in a higher education setting; additional years of related work experience.
Preferred Other
Position Title(s) Supervised
Student employees.
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
Speech Path & Audiology:900050
Department Information
Department Email or Phone Number
jeanne.corcoran@bsu.edu
Duties & Responsibilities
Ranking
1
Job Duty
Act as the first point of contact for employee and student support and respond to inquiries via multiple channels (phone, email, in-person, etc.). Resolve inquiries that are routine and/or of moderate complexity, and escalate more complex requests to the relevant functional area. Ensure all inquiries are handled timely with consistency and accuracy.
Ranking
2
Job Duty
Clarify the needs of the employee/customer, collect relevant information, build rapport and respond in a professional and compassionate manner. Effectively communicate and educate callers and visitors regarding university and SPAA operations, policies and procedures. Assist employees with navigation of various university software systems (Banner, UKG Dimensions, Technology Help, OneDrive, DegreeWorks, etc.) and initiate some transactions on behalf of employees.
Ranking
3
Job Duty
Partner with Department Chairperson and SPAA Leadership Team to identify process improvements, system enhancements, knowledge resources, and communication needs.
Ranking
4
Job Duty
Serve as a Notary for the department's Leadership Team as well as the university community. Sort and distribute incoming mail. Monitor SPAA Administrative Coordinator's and department's email accounts and respond to inquiries and requests in a timely manner. Review calendars and assist with scheduling appointments and Zoom meetings. Maintain schedule for SPAA conference room and Simulation Lab. Submit requests to the College of Health for meeting space. Utilize 25Live to locate available meeting space on campus.
Ranking
5
Job Duty
Conduct and maintain continual inventory of supplies and equipment. Generate financial transactions utilizing SciQuest and Banner, record receiving and authorize invoice payments. Prepare and submit occasional cash deposits. Maintain SPAA budget records. Verify accounting reports against SPAA budget records and make adjustment transactions as necessary. Prepare periodic reports for Leadership Team personnel. Monitor equipment and technology inventory and prepare SciQuest forms to move excess items to Inventory Control. Utilize university's Chrome River travel system to schedule faculty and student travel and reimbursements. Maintain printer and shredding services, supplies, and repairs. Order repairs for equipment, building, and offices through external vendors, Unified Technology, or Facilities operations.
Ranking
6
Job Duty
Compile student data utilizing Banner and Argos to create spreadsheets of student records for purposes of department award decisions, and Council of Academic Programs (CAA) and university reporting. Coordinate and/or assist with the planning of a number of events (meetings, professional workshops, student recruitment events, etc.). Schedule space and make arrangements for equipment, catering, etc. Coordinate annual department awards ceremony by arranging dates, space, and catering. Prepare award certificates and order special plaques and doctoral student awards. Track ceremony guest list and organize event agenda. Attend awards ceremony as Event Coordinator.
Ranking
7
Job Duty
Compile semester course offerings for submission to the College of Health Schedule Specialist with input from the SPAA Leadership Team, and communicate needed changes throughout semester. Report to the Schedule Specialist faculty semester loads. Verify loads utilizing FLAC system and lock for payroll processing.
Ranking
8
Job Duty
Order semester textbooks via AIP-Ball State Bookstore. Process online permission overrides for students and grade change forms for faculty. Prepare SPAA 311 and SPAA 312 application form, track incoming applications and create spreadsheet for SLP Program Director. Collect SPAA 311 photographs and utilize Photoshop to create clinic identification cards for student's use when borrowing clinic materials. Create and maintain student ASHA files. Utilize SLATE to create spreadsheet for SLP graduate student admissions review. Assist SPAA Scholarship Committee with application process and awards.
Ranking
9
Job Duty
Post student employee position vacancies with Career Services. Interview, hire (EPAFs), train, assign work, monitor and evaluate student employees. Monitor and approve student employee timesheets (including Graduate Assistants) in UKG Dimensions. Act as Hiring Manager to post, request to interview, and hire faculty position vacancies in TMS. Assist with onboarding for new department employees. Monitor faculty and professional staff timesheets, make timesheet adjustments as necessary, and assist faculty and student employees with UKG system navigation.
Ranking
10
Job Duty
Assist faculty with class materials, reports, research proposals, correspondence and presentations, as needed. Prepare correspondence and reports for the SPAA Chairperson to other university offices, external agencies, current and prospective students, and the community. Attend, take and prepare minutes for department and SPAA Internal and External Board meetings. Maintain the SPAA department OneDrive account. Utilize Sitecore to design, manage content development, and maintain department webpages.
Ranking
11
Job Duty
Perform other related duties as assigned.
Ranking
12
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401446SF
Number of Vacancies
1
Desired Start Date
05/28/2024
Position End Date (if temporary)
Open Date
03/28/2024
Close Date
05/15/2024
Open Until Filled
No
Special Instructions Summary
For nominations and questions regarding this opportunity, please contact Tiffany Turner, Assistant Director of Talent Acquisition, at tiffany.turner@bsu.edu.
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.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator
About this Opportunity
BSU welcomes applicants for a full-time Department of Speech Pathology and Audiology Administrative Coordinator. The successful candidate will be well organized and able to multi-task in a fast-paced environment. 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 excellenceand 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
The Speech Pathology and Audiology (SPAA) Administrative Coordinator will serve as a vital member of the SPAA department and is responsible for responding to and resolving customer and employee questions and issues regarding department and university policies, procedures and functions. The SPAA Administrative Coordinator will conduct initial research on inquiries/requests and resolve or escalate the case as needed.
Minimum Education
Eighteen months of specialized training or education beyond high school or equivalent.
Minimum Experience
One year of office coordination, secretarial, or related experience.
Minimum Other
- Possess understanding and proficiency with MS Office Suite
- Ability to maintain confidentiality throughout appropriate business processes
- Strong active listening skills to identify potential challenges or solutions
- Excellent time management and organizational skills
- Excellent communication skills
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Associate's degree.
Preferred Experience
Experience working in a higher education setting; additional years of related work experience.
Preferred Other
Position Title(s) Supervised
Student employees.
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
Speech Path & Audiology:900050
Department Information
Department Email or Phone Number
jeanne.corcoran@bsu.edu
Duties & Responsibilities
Ranking
1
Job Duty
Act as the first point of contact for employee and student support and respond to inquiries via multiple channels (phone, email, in-person, etc.). Resolve inquiries that are routine and/or of moderate complexity, and escalate more complex requests to the relevant functional area. Ensure all inquiries are handled timely with consistency and accuracy.
Ranking
2
Job Duty
Clarify the needs of the employee/customer, collect relevant information, build rapport and respond in a professional and compassionate manner. Effectively communicate and educate callers and visitors regarding university and SPAA operations, policies and procedures. Assist employees with navigation of various university software systems (Banner, UKG Dimensions, Technology Help, OneDrive, DegreeWorks, etc.) and initiate some transactions on behalf of employees.
Ranking
3
Job Duty
Partner with Department Chairperson and SPAA Leadership Team to identify process improvements, system enhancements, knowledge resources, and communication needs.
Ranking
4
Job Duty
Serve as a Notary for the department's Leadership Team as well as the university community. Sort and distribute incoming mail. Monitor SPAA Administrative Coordinator's and department's email accounts and respond to inquiries and requests in a timely manner. Review calendars and assist with scheduling appointments and Zoom meetings. Maintain schedule for SPAA conference room and Simulation Lab. Submit requests to the College of Health for meeting space. Utilize 25Live to locate available meeting space on campus.
Ranking
5
Job Duty
Conduct and maintain continual inventory of supplies and equipment. Generate financial transactions utilizing SciQuest and Banner, record receiving and authorize invoice payments. Prepare and submit occasional cash deposits. Maintain SPAA budget records. Verify accounting reports against SPAA budget records and make adjustment transactions as necessary. Prepare periodic reports for Leadership Team personnel. Monitor equipment and technology inventory and prepare SciQuest forms to move excess items to Inventory Control. Utilize university's Chrome River travel system to schedule faculty and student travel and reimbursements. Maintain printer and shredding services, supplies, and repairs. Order repairs for equipment, building, and offices through external vendors, Unified Technology, or Facilities operations.
Ranking
6
Job Duty
Compile student data utilizing Banner and Argos to create spreadsheets of student records for purposes of department award decisions, and Council of Academic Programs (CAA) and university reporting. Coordinate and/or assist with the planning of a number of events (meetings, professional workshops, student recruitment events, etc.). Schedule space and make arrangements for equipment, catering, etc. Coordinate annual department awards ceremony by arranging dates, space, and catering. Prepare award certificates and order special plaques and doctoral student awards. Track ceremony guest list and organize event agenda. Attend awards ceremony as Event Coordinator.
Ranking
7
Job Duty
Compile semester course offerings for submission to the College of Health Schedule Specialist with input from the SPAA Leadership Team, and communicate needed changes throughout semester. Report to the Schedule Specialist faculty semester loads. Verify loads utilizing FLAC system and lock for payroll processing.
Ranking
8
Job Duty
Order semester textbooks via AIP-Ball State Bookstore. Process online permission overrides for students and grade change forms for faculty. Prepare SPAA 311 and SPAA 312 application form, track incoming applications and create spreadsheet for SLP Program Director. Collect SPAA 311 photographs and utilize Photoshop to create clinic identification cards for student's use when borrowing clinic materials. Create and maintain student ASHA files. Utilize SLATE to create spreadsheet for SLP graduate student admissions review. Assist SPAA Scholarship Committee with application process and awards.
Ranking
9
Job Duty
Post student employee position vacancies with Career Services. Interview, hire (EPAFs), train, assign work, monitor and evaluate student employees. Monitor and approve student employee timesheets (including Graduate Assistants) in UKG Dimensions. Act as Hiring Manager to post, request to interview, and hire faculty position vacancies in TMS. Assist with onboarding for new department employees. Monitor faculty and professional staff timesheets, make timesheet adjustments as necessary, and assist faculty and student employees with UKG system navigation.
Ranking
10
Job Duty
Assist faculty with class materials, reports, research proposals, correspondence and presentations, as needed. Prepare correspondence and reports for the SPAA Chairperson to other university offices, external agencies, current and prospective students, and the community. Attend, take and prepare minutes for department and SPAA Internal and External Board meetings. Maintain the SPAA department OneDrive account. Utilize Sitecore to design, manage content development, and maintain department webpages.
Ranking
11
Job Duty
Perform other related duties as assigned.
Ranking
12
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401446SF
Number of Vacancies
1
Desired Start Date
05/28/2024
Position End Date (if temporary)
Open Date
03/28/2024
Close Date
05/15/2024
Open Until Filled
No
Special Instructions Summary
For nominations and questions regarding this opportunity, please contact Tiffany Turner, Assistant Director of Talent Acquisition, at tiffany.turner@bsu.edu.
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.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
- Cover Letter
- Resume
- Undergraduate Transcripts
