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: Assist the Chairperson in the daily operations for the Department of Nutrition and Health Science.

Duties and Responsibilities:

• Assist Chairperson and Department Secretary in scheduling classes, both on and off campus, schedule changes and faculty assignments each semester and summer session; check class enrollments.
• Create faculty load reports per semester and summer session; review and revise reports as needed, use FLAC/Period Activity Pay in Workday.
• Maintain department budgets, includes account pool, travel, Foundation, credit card purchases; check credit card in and out; process all travel requests and reimbursements.
• Coordinate all online purchasing requests for the department and any grants administered by the department; determine type of purchase order to use; call the vendor if immediate delivery is required; determine sub-code to encumber departmental account; assure that purchase orders for assets are approved, received, and tagged with BSU numbers after they are received. Coordinate purchase or disbursement of research incentives, gift cards, and supplies for faculty research and service grants.
• Supervise student employees, which includes: assign and review work, orient and train student employees, and make recommendations as to interviewing and selection, performance appraisal, and discipline.
• Create and submit items in Workday such as one-time payments and overloads; add instructor names each semester and summer session.
• Serve as Sitecore manager for the department, using Sitecore software to make changes as requested by the Chair to the department website (training will be provided);
• Assist Chairperson in daily activities of the department; includes managing annual calendar, prepare reports, letters, set-up with video conferencing (Zoom) with remote individuals when needed.
• Provide communication between chair and faculty as directed.
• Monitor payroll functions on the UKG pay system for staff and students.
• Perform other related duties as assigned.
• Maintain regular and predictable attendance.

Minimum Qualifications:

• Associate's degree or an equivalent combination of two years of education and related experience OR two years of additional related experience will be accepted in lieu of an associate's degree.
• At least one year of office, secretarial, or related experience.

Preferred Qualifications:

• Associate's degree in secretarial science, office administration, or related field.
• Supervisory experience.
• Familiarity with University software systems such as, Argos, BAM, Cayuse, Smart catalogue, and UKG, as well as Microsoft Office including Excel, and the track changes feature in Word.

How to apply:

For inquiries about this opportunity, please contact Alyce Fly, Chair, Nutrition and Health Science at adfly@bsu.eduor 765-285-1502.

Required application documents:

1. Cover letter

2. Resume (do not use the autofill from resume feature)

Applications will be accepted through August 28, 2025.

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.