Administrative Coordinator

Ball State University; Indiana (PA); On-site; Full time

Job summary

Ball State University’s School of Kinesiology seeks an Administrative Coordinator to provide essential administrative and supervisory support in a collaborative environment. This full-time role includes tasks such as budget tracking and supporting faculty in educational programs, making it an excellent opportunity for candidates with a background in office administration and student supervision.

Benefits

Health care benefits

Retirement plans

Tuition assistance

Generous time off

Qualifications

• At least one year of office administrative/secretarial or related experience.
• Authorization to work in the US.
• Experience supervising student employees preferred.

Responsibilities

• Provide administrative support for faculty and programs in the School of Kinesiology.
• Monitor and track budget expenditures for assigned programs.
• Hire, train, and supervise student employees.

Skills

Administrative support

Supervision

Budget tracking

Communication

Microsoft Office Suite

Education

Associate degree or equivalent experience

Tools

Microsoft Office

Adobe

Qualtrics

Job description

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

About this Opportunity

Ball State University’s School of Kinesiology welcomes applications for an Administrative Coordinator. We are looking for an outstanding staff member to work in a collaborative, student-centered environment.

The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.

Salary Grade

Salary Grade 10

Wages Begin At 16.5

FLSA

FLSA Non-Exempt

Hrs/Week

Hrs/Week 40

Pre-Employment Screening

Pre-Employment Screening Requires successful completion of a background check.

Position Function

Provide administrative support for assigned faculty and programs in the School of Kinesiology; supervise student employees; process travel.

Associate degree or an equivalent of an additional two years of relevant experience will be accepted in lieu of an associate’s degree.

At least one year of office administrative/secretarial or related experience.

Minimum Other

Authorization to work in the US

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

Preferred Experience

Experience with Microsoft Office suite, Outlook, Adobe, and Qualtrics.

Preferred Other

Position Title(s) Supervised

Students.

EEO Statement

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any 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.

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The School provides comprehensive educational programs related to understanding the impact physical activity has on health, society, and quality of life for the general population as well as children, older adults, athletes, and people with disabilities, injuries, or disease. The School features about 35 committed faculty members and approximately 750 students through undergraduate programs in aquatics, coaching, exercise science, physical education and health, and sport administration, and graduate programs in athletic coaching education, athletic training, biomechanics, clinical exercise physiology, exercise physiology, sport administration, sport and exercise psychology, and human bioenergetics (PhD). As part of the University Core Curriculum, the School also houses the physical fitness and wellness ( PFW ) program that reflects Ball State’s commitment to positively impacting quality of life and the University’s mission of students living meaningful lives and thriving in fulfilling careers. To support our students and faculty, the School also houses 7 state of the art laboratories for both teaching and research: Human Performance Laboratory ( HPL ), Clinical Exercise Physiology Laboratory, Biomechanics Laboratory, Sport and Exercise Psychology Laboratory, Undergraduate Exercise Science and First Aid Laboratory, Integrative Exercise Physiology Laboratory, and the Athletic Training Teaching and Research Laboratory.

Department Email or Phone Number

Duties & Responsibilities

Ranking

Ranking 1

Job Duty

Provide secretarial and analytical support for Undergraduate Exercise Science, Teaching Major in Physical Education and Health, Coaching Minor, and Physical Fitness and Wellness programs and coordinators, and assigned faculty; includes schedule meetings; process change of grade forms, withdrawal, and late add/drop forms; enter registration permission; gather data for reports; maintain files.

Ranking

Ranking 2

Job Duty

Monitor and track budget expenditures for assigned programs, and faculty including foundation accounts, RIA funds, lab expenses, and grants; maintain confidential records; process purchases, reimbursements, and deposits.

Ranking

Ranking 3

Job Duty

Gather, process, and track paperwork for faculty and student travel including pre-approvals and reimbursements; use Fleet Commander for BSU vehicle requests.

Ranking

Ranking 4

Job Duty

Provide support for Program Canvas communities; includes posting announcements; assigning users; organizing and updating documents; post Commcenter announcements; communicate with students and visitors in the absence of assigned faculty.

Ranking

Ranking 5

Job Duty

Distribute administrative surveys and gather results; assist with organizing internship forms and required documents; prepare, route, and archive affiliation agreements.

Ranking

Ranking 6

Job Duty

Hire, train, and supervise student employees; assign and direct the work requested by faculty and staff of student employees and review when completed; train students in various office equipment and School policies; coordinate and distribute student work schedules, provide coverage in their absence, and monitor and approve recorded time in UKG Dimensions.

Ranking

Ranking 7

Job Duty

Act as School liaison regarding scheduling facility spaces (e.g., Sports Facilities, Rec Center, Arena Lounge) and provide support for classroom technology issues; submit facility schedules and work orders (e.g., carpentry, sign shop, electricians, key shop, etc) and excess/move requests; manage key inventory.

Ranking

Ranking 8

Job Duty

Manage the equipment room; includes track the inventory; monitor the requests for and return of equipment; train student workers in the inventory check-in, check-out procedures.

Ranking

Ranking 9

Job Duty

Maintain and organize mail/workrooms and office supply inventory; distribute and coordinate incoming and outgoing mail and deliveries.

Ranking

Ranking 10

Job Duty

Perform other related duties as assigned.

Ranking

Ranking 11

Job Duty

Maintain regular and predictable attendance.

Posting Number

Posting Number 202501628SF

Number of Vacancies

Number of Vacancies 1

Desired Start Date

Desired Start Date 07/21/2025

Position End Date (if temporary)

Open Date

Open Date 06/12/2025

Close Date

Close Date 06/25/2025

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 experience align with the elements of the position description (or leadership profile). In your cover letter, please select one of our enduring values and describe how you have demonstrated a commitment to that value in your professional endeavors.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Why are you interested in the position?

  (Open Ended Question)

• * How does your work experience and skill set help you in regards to this position?

  (Open Ended Question)

• * What is your preferred work environment?

  (Open Ended Question)