Schedule Specialist and Administrative Assistant

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

Job summary

Ball State University in Muncie, IN seeks a Schedule Specialist and Administrative Assistant to manage the department's schedule and faculty load data in Banner. You will process travel forms and expense vouchers for faculty, staff, and students, and serve as the main contact for scheduling matters.

The role includes providing administrative support to the Assistant Chair, Graduate Programs Director, and graduate advisors, alongside secretarial tasks.

Qualifications

• Associate’s degree or equivalent.
• At least one year of office administrative, secretarial or related experience.
• Bachelor’s degree preferred but not required.

Responsibilities

• Maintain accurate schedule and faculty load data in Banner.
• Process travel forms and expense vouchers for faculty, staff and students.
• Serve as primary contact for schedule, faculty load data, and travel issues.
• Provide administrative support to the department and graduate programs.

Skills

Strong communication

Banner and R25 experience

Microsoft Office proficiency

Academic procedures familiarity

Education

Associate’s degree or equivalent

Bachelor’s degree

Tools

Banner system

R25 system

Job description

Job Details

• Position Title: Schedule Specialist and Administrative Assistant
• Salary Grade: Staff 10
• Compensation: $16.50 - 17.84
• Department: Mathematical Sciences_A
• Start Date: 11/17/2026

About this opportunity: The Department of Mathematical Sciences welcomes applications for a schedule specialist/administrative assistant. This role tackles a wide variety of tasks and responsibilities and provides frequent opportunities for interactions with students, faculty, staff, and other university partners.

This is a full-time position that comes with a great benefits package. Come be a part of our team!

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: Maintain accurate schedule and faculty load data in Banner. Process travel forms and associated expense vouchers for faculty, staff, and students. Serve as the primary contact for all issues related to schedule, faculty load data, and travel. Provide administrative support in the Department of Mathematical Sciences by assisting the Assistant Chair, the Graduate Programs Director, and the department’s graduate program advisors; provide secretarial and clerical support to the Department of Mathematical Sciences.

Duties & Responsibilities:

• 1. Monitor, troubleshoot and manage departmental and college course input into Banner, particularly for mathematical sciences, computer science, Coursera, data science, and data analytics.
• 2. Review assigned course and schedule types; provide and process schedule and faculty load information for courses in assigned departments.
• 3. Serve as the main point of contact for all issues related to class scheduling and faculty load for assigned departments. Provide support to Series 25 classroom space allocation and utilization software.
• 4. Evaluate schedule requests for adherence to campus policies and procedures; contact departments for supplementary information and justifications as necessary.
• 5. Serve as secretary to the Assistant Chair, typing and proofreading correspondence and forms; schedule appointments and meetings as requested.
• 6. Serve as secretary to Director of Graduate Programs which includes utilize Banner and Slate to provide information in regard to graduate students and programs; correspond with graduate students on behalf of program director; send appropriate information letter and appropriate requested information to prospective students; coordinate with appropriate graduate advisor; ensure updates are added to information letter as needed; provide information and assistance to program graduate advisors as requested.
• 7. Working with Academic Systems, assist in developing and monitoring data integrity standards for all schedule and faculty load related data; support initiatives to analyze and plan term-by-term course offerings to maximize schedule effectiveness.
• 8. Maintain electronic graduate assistantship application files for the department; includes receive and process applications and supporting documents; communicate with applicants on behalf of Director of Graduate Programs and the department.
• 9. Process travel forms and associated expense vouchers for faculty, staff and students; includes prepare and process paperwork; maintain accurate records of paperwork.
• 10. Serve as back‑up receptionist; perform receptionist duties for the department as needed; includes answer phone; screen calls; take messages; greet visitors; respond to inquiries; make referrals to appropriate offices and personnel; maintain record of communication. Assist with special events within the department.
• 11. Monitor departmental inventory of supplies and copier machines; includes enter orders in JAGGAER; distribute supplies to faculty as requested; organize and stock supplies in the faculty work room and in the department supply room; troubleshoot copier problems; call for repair when needed.
• 12. Maintain security and inventory of office and department keys; includes maintain sign‑out sheet for all keys distributed to the department from Key Control (office, desk and filing cabinet keys); request return of key(s) when individual is leaving department and follow‑through to make sure key is returned.
• 13. Maintain proper decorum; work effectively as a member of the office team; maintain a professional atmosphere in the department; including in the presence of both internal and external visitors.
• 14. Monitor the computer lab (RB 452); includes schedule graduate assistants to work in the lab when they are assigned lab hours by the Director of Graduate Programs; communicate work schedule and lab responsibilities to each graduate assistant; display schedule by door of RB 452.
• 15. Perform other duties as assigned, including assistance to Chair in absence of Administrative Coordinator.
• 16. Maintain regular and predictable attendance.

Minimum Qualifications:

Associate’s degree or equivalent. At least one year of office administrative, secretarial or related experience.

Preferred Qualifications:

• Bachelor’s degree.
• Microsoft Office proficiency.
• Supervisory experience.
• Some experience using Banner and R25.
• Familiarity with academic procedures and calendars.
• Strong communication skills.
• Ability to work independently as well as collaboratively.

Applications must be received by November 25, 2026, at 12:01 AM.

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]