Office Coordinator

Ball State University; United States; On-site; USD 23,000 - 25,000; Full time

Benefits offered by this job

Paid vacation days

Sick leave

Holidays

Parental leave

Health insurance

Dental insurance

Long-term disability

Retirement benefits

Tuition assistance for Ball State

Job summary

Ball State University is seeking an Office Coordinator in the Fraternity & Sorority Life department. The role provides secretarial support for four staff, handles budget records, and coordinates travel and purchasing while maintaining strong customer service for students, families, and partners.

The position requires an Associate degree or equivalent and 1–3 years of office experience, with proficiency in Word and Excel. On-site work and comprehensive benefits are provided.

Qualifications

• Associate’s degree or equivalent.
• Over one through three years of office experience.
• Proficient in Word and Excel; strong communication and organizational skills.

Responsibilities

• Provide secretarial support for the Office of Student Life and assist 4 staff members.
• Manage multiple departmental and student organization accounts, invoices, and reimbursements.
• Coordinate travel, scheduling, and office purchases.
• Maintain accurate record-keeping and assist with budget and grant funds.
• Deliver courteous customer service to guests and partners.
• Ensure regular and predictable attendance.

Skills

Office administration

Customer service

Budget processing

Communication

Education

Associate degree or equivalent

Tools

Microsoft Word

Microsoft Excel

SciQuest

Banner system

Fleet Commander

JP Morgan Chase Smart Data

Job description

Position Details

Position Title: Office Coordinator
Salary Grade: Staff 10
Compensation: $16.50 - 17.84
Department: Fraternity & Sorority Life
Start Date: 11/17/2026

About this opportunity

The Office Coordinator with the Office of Student Life position will help to overseeing daily office functions, including, but not limited to: budget processing, customer service, and direct assistance with campus and community partners. This role will interact with staff, students, families, and community partners on a regular basis. Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship. 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: Provide secretarial functions for the Office of Student Life including support of 4 professional staff members by coordinating office organizational activities such as scheduling appointments, performing clerical duties, and follow-up with students and other areas needing assistance; assist and maintain financial records for organizations; and assist in the management of office budget foundational funds, and external grant funds.

Duties & Responsibilities

1. Perform secretarial duties for the professional staff; includes compose, edit, proof, and finalize correspondence, answer telephone, maintain calendar, file, and receive visitors.
2. Manage three departmental financial accounts, six student organizations accounts, and various Ball State Foundation accounts; administer invoice payments and reimbursement processing utilizing the SciQuest system; monitor and reconcile expenditures and revenue in Banner system; track expenditures for four purchasing cards; analyze charges for compliance of BSU Procurement card procedures. Verify and reconcile monthly charges, process fund transfers via JP Morgan Chase Smart Data system, inquire and remedy incorrect charges and/or disputes; upload monthly receipts into Document Management System.
3. Provide quality and professional customer service to all guests.
4. Coordinate transportation for assigned professional staff and assist with travel for registered student organizations; utilize Banner Travel system to complete travel authorizations, travel expense reports including reimbursement processing, and vehicle reservations through Fleet Commander and driver’s license approval.
5. Maintain, monitor and facilitate any and all purchases, repairs, and functions for office equipment; responsible for upkeep, ordering and keeping track of office supplies and materials for fraternity and sorority life, excellence in leadership, and service opportunities.
6. Coordinate with professional staff for the use of the volunteer management system in regard to service opportunities for students, logging volunteer hours, and working directly with agencies. Work with outside community agencies to host and upload service opportunities on the volunteer management system.
7. In conjunction with the Office Coordinator of Student Life, interview, hire, and train students. Direct work of student employees.
8. Organize, manage, and maintain accurate record keeping system for key distributions of all OSL employees and necessary student organizations.
9. Coordinate information for all allocated office space for student organizations.
10. Perform other related duties as assigned.
11. Maintain regular and predictable attendance.

Minimum Qualifications

• Associate’s degree or equivalent.
• Over one through three years of office organizational, secretarial or related experience.
• Proficient in Microsoft Word and Excel: excellent communication and organizational skills.

Preferred Qualifications

• Associate’s degree or equivalent in office administration, or related field.
• Additional years of related secretarial experience; knowledge of Banner System.

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.

• pay 10 to 24 vacation days
• 12 sick days
• 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
• 90 percent of your child's (or children's) undergraduate college tuition at Ball State
• 100 percent of the tuition costs for you to earn your undergraduate degree
• 80 percent of your graduate tuition
• comprehensive medical and dental plans
• a Health Savings Account (which we contribute to)
• a whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for you and your family

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.

Equal Opportunity Employer

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.