Schedule Specialist and Academic Affairs Coordinator

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

Benefits offered by this job

Vacation days

Sick days

Holidays

Parental leave

Health insurance

Tuition assistance

Retirement benefits

Wellness programs

Job summary

Ball State University in Muncie, IN, seeks a Scheduling Specialist and Academic Affairs Coordinator to support the Dean's Office with course scheduling, faculty workload management, and academic affairs coordination. The role emphasizes data integrity, classroom space management, and timely reporting, with collaboration across staff and chairs to ensure accreditation readiness and smooth operations.

This dynamic, collaborative environment offers comprehensive benefits and opportunities to

Qualifications

• Associate or equivalent degree required.
• At least one year of office administrative experience.
• Excellent communication skills.
• Working knowledge of word processing and database management; MS Office proficiency.

Responsibilities

• Coordinate and manage course scheduling for the College of Health.
• Oversee faculty load assignments and compensation processes.
• Allocate classroom space to support instructional needs.
• Administer affiliation agreements and contracts.
• Support program accreditation, assessment, and reporting.
• Ensure data integrity and assist with data management.
• Coordinate technology needs and train staff on scheduling procedures.

Skills

Office administration

Communication skills

Database management

Microsoft Office

Education

Associate's degree or equivalent

Bachelor’s degree

Tools

Banner

R25

Degree Works

Job description

Position Title

Schedule Specialist and Academic Affairs Coordinator

Compensation

$16.50 - 17.84

Department

College of Health

Start Date

10/26/2026

About this opportunity

The Ball State University College of Health is seeking a highly organized and detail-oriented Scheduling Specialist and Academic Affairs Coordinator to join the Dean's Office team. This position plays a vital role in supporting the academic and operational success of the College through course scheduling, faculty workload management, academic affairs coordination, and technology support.

Key Responsibilities

• Coordinate and manage course scheduling for the College of Health.
• Oversee faculty load assignments and compensation processes.
• Allocate and manage classroom space to support instructional needs.
• Administer affiliation agreements and contracts.
• Support program accreditation, assessment, and reporting activities.
• Ensure data integrity and assist with data management processes.
• Coordinate technology-related needs within the College.
• Train and support college staff on scheduling and faculty load procedures.

This role serves as a key resource for faculty, staff, and administrators by ensuring accurate scheduling, effective space utilization, compliance with accreditation requirements, and reliable data reporting.

This is an excellent opportunity for a collaborative individual who enjoys working in a dynamic academic environment and contributing to student and faculty success. Join the College of Health at Ball State University and make an impact through effective coordination, organization, and support of academic operations.

What you'll do and what you'll bring

The College of Health (COH) Dean's Office requires operational support and coordination in two main areas. First, as a Schedule Specialist, responsibilities include course scheduling, managing faculty load and compensation processes, and allocating classroom space. Second, in Academic Affairs Coordination, the role involves managing affiliation agreements and contracts, supporting program accreditation and assessment, ensuring data integrity and reporting, and coordinating technology. Additionally, this position includes training college staff on scheduling and faculty load procedures.

Duties & Responsibilities

• Schedule Specialist Related:
  • Enter schedules and FLAC into Banner, working directly with department chairpersons and department administrative coordinators.
  • Provide relevant data to the Associate Dean in preparation for review and oversight of schedules, course enrollment, faculty assignments, and compensation.
  • Review, correct, and monitor the schedule of course offerings, course modality, past and current enrollments, credit hours, term dates, day and time configurations, section limits/caps, and room attributes and assignments, in consultation with department chairs, administrative coordinators, and the Associate Dean.
  • Be aware of, and adhere to, important semester and academic deadlines, including semester course roll schedules, final course build deadlines, and priority and open registration dates.
  • Communicate information to academic units within the college.
  • Collaborate with the College Budget Director to maintain data in the Faculty Load and Compensation (FLAC) system
  • Train new staff (department chairpersons, administrative coordinators, and other department staff) within COH concerning scheduling and faculty load process and policies.
  • Provide support to Series 25 classroom space allocation and utilization software.
• Academic Affairs Coordinator Related:
  • Coordinate the development, renewal, routing, execution, and maintenance of affiliation agreements, memoranda of understanding (MOUs), and other college-related contracts.
  • Coordinate annual technology and equipment requests on behalf of the college with university Information Technology and the Office of the Provost.
  • Coordinate college assessment processes, including collecting and organizing annual assessment reports submitted by departments/schools, and providing administrative support for academic unit reviews.
  • Support college program accreditation activities, including maintaining accurate records of program accreditation status and history, and providing administrative support to departments/schools undergoing accreditation or reaccreditation.
  • Perform data integrity checks to ensure accuracy of academic affairs-related data in Banner.
  • Assist the Dean and Associate Dean for Academic Affairs with data requests.
  • Act as College Data Liaison with the Office of Institutional Research and Decision Support.
• General:
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.

Minimum Qualifications

• Associate's degree or equivalent.
• At least one year of office administrative, secretarial, or related experience.
• Excellent communication skills.
• Working knowledge of word processing & database management software; including common skill sets with Microsoft Office product and database management training.

Preferred Qualifications

• Bachelor’s degree.
• Some experience using Banner and R25.
• Familiarity with Degree Works.
• Familiarity with academic procedures and college calendars.
• Strong communication skills.
• Ability to work independently as well as collaboratively.

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: 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.