Administrative Coordinator

Ball State University; Muncie (IN); On-site; USD 47,279,000 - 51,119,000; Full time

Benefits offered by this job

Vacation days

Parental leave

Health insurance

Retirement benefits

Tuition benefits

Job summary

Ball State University seeks an Administrative Coordinator to support the Department of Information Systems & Operations Management. The role involves coordinating office operations, supervising student employees, managing budgets, and supporting departmental initiatives in a fast-paced environment.

The successful candidate will be highly organized, detail-oriented, and possess strong communication skills. Must have US work authorization without sponsorship.

Qualifications

• Associate’s degree; or two years of related experience in lieu of degree.
• At least one year of office administration or related experience.
• Proficiency with Microsoft Word and Excel.
• Strong communication skills.
• Current authorization to be employed in the United States without employer sponsorship.

Responsibilities

• Oversee and organize office operations; perform administrative and secretarial duties; assist the department Chair in reports.
• Monitor budget records for all departmental accounts; process purchase orders and reimbursements; track expenses.
• Assist with class/instructor scheduling and course changes; manage space requests; post curricular updates.
• Maintain departmental records and databases; ensure compliance with university policies.
• Supervise student workers and graduate assistants; coordinate lab scheduling and resources.

Skills

Strong communication skills

Office administration

Education

Associate’s degree

Tools

Microsoft Word

Excel

Job description

Position Title

Administrative Coordinator

Compensation

$16.50 - 17.84

Department

Info Systems & Operations Mgt (Qiannong)

Start Date

09/21/2026

About this opportunity

The Department of Information Systems and Operations Management invites applications for an Administrative Coordinator. This multifaceted position offers the opportunity to collaborate with faculty, staff, and students while managing office operations, coordinating budgets, supervising student employees, and supporting departmental initiatives. The successful candidate is highly organized, detail-oriented, and possesses strong communication skills enabling them to thrive in a fast-paced environment. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you'll do and what you'll bring

Position Function: Coordinate all departmental office operations; manage administrative workflow; supervise students and office-assigned graduate assistants.

Duties & Responsibilities

1. Oversee and organize office operations; perform administrative and secretarial duties; assist the department Chair in the preparation of a variety of college and university reports concerning such activities as program reviews, accrediting agency documentation, assignment reports and equipment requests.
2. Monitor budget records for all departmental accounts; submit online purchase orders and receipts of goods and services; verify monthly copier and telephone expenses; prepare expenditure projections for budget requests; coordinate and follow-up departmental equipment requisitions; maintain records and monitor equipment repair process.
3. Assist with class and instructor scheduling and course changes; negotiate space requests; input instructor updates and online permission approval; prepare postings for curricular revisions and new programs; process and record grade changes.
4. Maintain departmental records, personal files, and databases to ensure compliance with university regulations; coordinate documentation for processing employment contracts and other personnel related forms and records.
5. Manage and supervise department labs and student employees; security of lab facilities; scheduling and payroll; order lab supplies; maintain hardware and software inventory; coordinate computer classroom reservations.
6. Provide information to students and faculty regarding major/minor requirements, course scheduling, registration, etc.; assist the department Chair in implementing departmental policies and procedures; compose memos and correspondence for the department Chair; oversee the use of departmental resources.
7. Hire, train, assign, and evaluate student workers including graduate assistants; verify, monitor, and approve, work hours; act as liaison with other university offices, departments, and contacts from outside the university.
8. Perform receptionist duties; greet and assist visitors, answer telephone calls, answer inquiries, and direct individuals.
9. Maintain regular and predictable attendance.
10. Perform other related duties as assigned.

Minimum Qualifications

• Associate’s degree or an additional two years of related experience will be accepted in lieu of an associate’s degree.
• At least one year of office administration or related experience.
• Proficiency with Microsoft Word and Excel.
• Strong communication skills.
• Current authorization to be employed in the United States without employer sponsorship.

Preferred Qualifications

• Bachelor’s degree.
• Familiarity with Banner;
• Experience working with budgets;
• Supervisory experience.

What we offer

• paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year.
• Paid parental leave (6 weeks).
• Affordable health and dental insurance.
• Robust long-term disability and life insurance plans.
• A range of retirement benefits.
• We will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State.
• We do the same for you. We'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition.

These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.

We're dedicated to doing our part to keep goodness growing in Muncie, at our university, and as far beyond as possible. That's where you come in. When you join our team, you become part of goodness in action. Our main priority: uplifting students so they can discover their full potential. This is how we fly.

There are about 3,000 full-time faculty and staff in the Ball State University work family. Each brings unique gifts to help us be the kind of institution we want to be. In return, we do our best to take care of them through comprehensive medical and dental plans, a Health Savings Account (which we contribute to), and a whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for you and your family. We can offer you more. Where you live matters just as much as where you work. We get it. That's why we've invested since the very beginning in making our hometown work. On campus, find state-of-the-art facilities and one-of-a-kind arts and cultural events. In Muncie, you'll find a warm and welcoming community with affordable housing and a vibrant downtown arts, food, and music scene. What could be better? You here - for starters. 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. Ball State provides accommodations to qualified individuals with disabilities who can perform the essential functions of the position.

Contact Melissa Rubrecht, Director of Employee Relations, at 765-285-1823 for assistance.

People and Culture Services Administration Building (AD), Room G008 2000 University Avenue Muncie, IN 47306 8:00 a.m.-5:00 p.m. Monday-Friday Phone: [phone] Fax: [phone]