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Administrative Coordinator and Communications Specialist

Ball State University
dental insurance, life insurance, parental leave, sick time
United States, Indiana, Muncie
2000 West University Avenue (Show on map)
Aug 08, 2025
Position Title: Administrative Coordinator and Communications Specialist Compensation: $16.50 - 17.84 Department: Vice Provost Academic Affairs Start Date: 07/28/2025 About this opportunity: The Office of the Vice Provost for Academic Affairs invites applications for Administrative Coordinator and Communications Specialist. The hourly rate for this position begins at $16.50. 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 administrative support for the Office of the Vice Provost for Academic Affairs, primarily for the Associate Provost for Faculty Affairs and Professional Development; serve as the primary communication and events specialist for the Office of the VPAA; administer the Faculty Outstanding Awards; and manage student grade appeals and academic integrity inquiries. Serve as the primary contact person for the VPAA office. Duties/Responsibilities: Provide administrative support for the Associate Provost for Faculty Affairs and Professional Development; manage the calendar, including setting appointments and arranging meetings; organize and prioritize projects, including events planning; create and edit general correspondence; assist with travel arrangements; enter travel authorizations and travel expense reports in Banner; process vehicle requests as needed; maintain and organize files, records, and correspondence of a routine and confidential manner. Plan and execute a variety of campus events including: Alpha Day, the Lawhead reception, Faculty Learning Community celebrations, programming related to Faculty Professional development and Student Success, etc. Design flyers, invitations, and other marketing materials for the office. Keep the VPAA website up to date, including the University Core Curriculum internal website. Serve as the primary communications and contact person in the VPAA office, which includes: greet visitors, answer telephones, screen callers; respond to telephone inquiries; stay current with technology and other training; maintain shared digital files; assign projects to student employees; monitor student employees in the absence of the office coordinator. Provide administrative support for student grade appeals: answer questions from faculty, department chairs, and students; follow up on correspondence; maintain files; arrange initial meetings with the Associate Provost; arrange meetings with the Screening Committee; set up hearings as necessary; maintain all paperwork and files from hearings; communicate official outcomes to all parties; maintain digital records. Generate data for reports as needed related to grade appeals. Provide administrative support for academic integrity inquiries: answer questions from faculty, department chairs, and students; follow up on correspondence; arrange initial meetings with the Associate Provost; arrange meetings with the Hearing Committee; maintain all paperwork and files from hearings; communicate official outcomes to all parties; maintain digital records. Support the collaborative relationships the VPAA office has established with other offices throughout campus. Generate data for reports as needed related to academic integrity. Administer the Outstanding Faculty awards program, including the Lawhead, Creative Teaching, and Rawlings awards; initiate deadlines; communicate with the committee chair; prepare nomination and program guideline information and post them on the VPAA website; send out Communication Center announcements; create correspondence; monitor nominations; schedule meetings; maintain digital files and create spreadsheets; calculate scoring processes; initiate request for award checks. Provide support for all faculty development programming. Monitor RSVP system in Qualtrics. Maintain Faculty Professional Development calendar on VPAA website. Generate data for faculty professional programming reports as needed. Provide support for the FEC, including updating website, events planning, etc. Provide support for Research and Academic Effectiveness; create authorizations for travel and travel expense reports; reserve meeting space. Provide support for Immersive Learning and High Impact Practices as needed, including work flow assistance, generating data for reports as needed, etc. Provide back-up for other VPAA committees as needed, including: University Promotion and Tenure, University Core Curriculum, Undergraduate Education Committee, University Assessment Committee, etc. Provide support for any task force groups or other initiatives the VPAA office undertakes. Cross train to support other administrative professionals within the VPAA portfolio, including Faculty Success and the Senior Systems Analyst, the Director of Assessment and Accreditation, and the Director of Curriculum Initiatives and Transfer Pathways. Maintain regular and predictable attendance. Perform other related duties as assigned. Minimum Qualifications: - Associate's degree or: 1. An equivalent combination of two years of education and related experience in office administration/secretarial work or related field OR 2. Two years of related experience in office administration/secretarial work, or related field. - At least one year of secretarial or administrative support experience, or equivalent experience. - Strong computer skills, especially MS Office and accounting spreadsheets; strong receptionist skills (telephone, greeting guests); able to manage the electronic calendars of the administrators in the office. Ability to take minutes for meetings and manage electronic files. Demonstrated ability to work well with others in a collaborative environment. Preferred Qualifications: - Over three years of experience with office operations; knowledge of Banner and other BSU systems; ability in graphic design (flyers, graphics, etc.). Strong ability with Excel spreadsheets. - Strong computer skills, especially MS Office and accounting spreadsheets; strong receptionist skills (telephone, greeting guests); able to manage the electronic calendars of the administrators in the office. Ability to take minutes for meetings and manage electronic files. Demonstrated ability to work well with others in a collaborative environment. How to apply: Applications will be accepted through September 3, 2025. A cover letter and resume are required in this application. 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 you 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.