Administrative Coordinator

Position Title:

Compensation:

Department:

Start Date:

About this opportunity:

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: Perform organizational, program, supervisory, and secretarial duties within the Multicultural Center; provide program and fiscal support responsibilities.

Duties & Responsibilities:

1. Maintain, monitor, and balance all Multicultural Center, TeenWorks@BSU, and Guardian Scholars budgets including but not limited to (main budget,REACHsummer program budget, student wage budget, Foundation Accounts, scholarships, and grants); includes prepare and maintain financial statistics and prepare summary reports; follow up on expenditures; complete appropriate paperwork, including JVs; reconcile transactions for department credit card, handle miscellaneous budget matters.

2. Provide secretarial support for the Multicultural Center, TeenWorks@BSU, and Guardian Scholars; includes maintain appointment calendars for the Director, Assistant Director, TeenWorks@BSU and Guardian Scholars Program Coordinator, and graduate assistants/interns; order and maintain inventory of office supplies; make purchases utilizing department credit card and university purchasing procedures; make department deposits; sort and distribute department mail and other information; assist students and visitors.

3. Assist with preparation and planning for events and programs; prepare speaker contracts; provide assistance to speakers; make all catering arrangements for events and programs.

4. Make travel arrangements for staff and assist with travel for registered student organizations; including airline, car, and hotel reservations, conference registrations; prepare all necessary documentation, including travel authorization; prepare vehicle requests and check requests; process travel expense vouchers.

5. Serve as area coordinator for entering all student employee hours (graduate assistants and undergraduate student employees) into the University's timekeeping system and approving hours on a bi-weekly basis.

6. Type and maintain a record of correspondence, university forms, reports, memoranda, contracts, office publications, etc; assist with proofing and editing documents for office staff.

7. Provide support services for organizations directly advised by the Director and Assistant Director; including typing, updating membership lists, maintaining financial records and budgets, and risk management paperwork.

8. Coordinate and maintain content of Multicultural Center website of 40+ individual webpages; input all Multicultural center events on electronic calendar.

9. Hire and supervise student employees; includes advertise for open positions; interviewing and selection; schedule work hours; maintain, assign and review work, orient and train staff; conduct performance appraisal and discipline of student employees.

10. Coordinate space reservation process; includes approving reservation requests; inputting requests into space calendar; maintaining space reservation calendar; tracking space use; communicating space request confirmations; and following-up with space users as needed.

11. Maintain hard copy and computerized filing systems for the office.

12. Perform other related duties as assigned.

13. Maintain regular and predictable attendance.

Minimum Qualifications:

• Associate's degree or equivalent in office administration or related field.

• Over one through three years of administrative experience.

• Proficient in Microsoft Office applications; strong oral and written communication skills; strong client service skills; ability to handle confidentiality and sensitive situations.

Preferred Qualifications:

• Administrative experience in a university setting; experience working with students and student support.

How to apply:

For inquiries, please contact:

Gabrielle Lloyd, Director of the Multicultural Center, at the following email address: gnlloyd@bsu.edu

Please apply via the online Ball State University job portal.

Please list three professional references within the online application.

Supporting Documents Upload Instructions:

Important:Donotuse the Autofill feature when uploading your resume.

Required Document:

* Resume

* Cover Letterdetailing your qualifications for the position.

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.