Biomedical Program Coordinator

Ball State PBS; Muncie, Northern (IN, KY); Hybrid; USD 23,000 - 25,000; Full time

Job summary

Ball State University’s Biology Department invites applications for a full-time Biomedical Program Coordinator to support the Masters, PhD, and Biomedical Sciences programs. This role provides administrative support, assists with program communications, and helps track applicants, events, and degree records, with potential for hybrid work.

The ideal candidate has an associate degree in biology/biomedical science and at least one year of office experience; a bachelor’s degree and portal-system

Qualifications

• Associate degree in Biology or biomedical science or equivalent.
• At least one year of office administrative/secretarial experience.
• Proficiency in Microsoft Office Suite including Word, Excel, Outlook and PowerPoint.

Responsibilities

• Provide administrative support for the Directors of the Masters, PhD, and Biomedical Sciences Programs.
• Manage communications and respond to program inquiries; maintain student communication lists.
• Assist in tracking applicants through university systems (e.g. Stellic).
• Serve as program liaison with faculty and administration; assist with event planning.

Skills

Office administration

Microsoft Office

Education

Associate degree in biology or biomedical science

Bachelor’s degree in biology or biomedical science

Tools

Online portal software systems

Job description

Position Title: Biomedical Program Coordinator Compensation: $16.50 - 17.84 Department: Biology Start Date: 10/12/2026 About this opportunity: The Department of Biology is one of the largest and most academically active units within the College of Sciences and Humanities.

Building on a long record of excellence in teaching, research, and service, the department provides rigorous, hands‑on programs that prepare students for success in the biological and biomedical sciences. Biology hosts a robust graduate program and a large biomedical sciences undergraduate program. These programs require considerable communication and support for our students. The Department of Biology at Ball State University invites applications for a full‑time Program Coordinator to assist the Directors of these programs. This is a full‑time, 12‑month position with the potential to be hybrid. 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

The primary responsibility for this position is to provide administrative support for the Directors of the Masters, PhD, and Biomedical Sciences Programs. This includes assisting with all aspects of the programs and performing other duties as assigned by the Department Chairperson.

Duties and Responsibilities

• Manage Communications
• Respond to program inquiries and maintain student communication lists.
• Assist in tracking applicants through university systems (i.e. Stellic).
• Serve as a program communication liaison with faculty and administration.
• Assist with event planning
• Assist with organization/preparation of student orientation and faculty‑student mixer events.
• Assist with organization and marketing of Fall Seminar Series.
• Assist with program management
• Assist with administration and tracking of TA evaluations.
• Assign student offices and maintain an office space inventory.
• Help to maintain program handbooks and websites.
• Participate in professional training and development as necessary.
• Act as back‑up for the program directors.
• Manage applications and track student progress
• Manage student degree audit requests and maintain the accuracy of digital degree records, including processing exemptions and resolving record discrepancies
• Track applications. Assist with tracking student progress through the programs (coursework, milestones, paperwork).
• Perform other related duties as assigned.
• Maintain regular and predictable attendance.

Minimum Qualifications

• Associate degree in Biology, biomedical science, or an equivalent combination of education and experience.
• At least one year of office administrative/secretarial or related experience, Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.

Preferred Qualifications

• Bachelor’s degree in biology, biomedical science, or a related field from an accredited institution.
• Experience with online portal software systems.

What we offer

At Ball State University, we understand the importance of balancing professional responsibilities with personal well‑being. That’s why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life’s most significant moments. We offer affordable health and dental insurance, robust long‑term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. 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.

Let’s fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package? 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.

Goodness requires action to grow. 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]