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: The Speech Pathology and Audiology (SPAA) Administrative Coordinator will serve as a vital member of theSPAAdepartment and is responsible for responding to and resolving customer and employee questions and issues regarding department and university policies, procedures and functions. TheSPAAAdministrative Coordinator will conduct initial research on inquiries/requests and resolve or escalate the case as needed. TheSPAAAdministrative Coordinator will complete a wide variety of duties within one or more functional areas of the Department of Speech Pathology and Audiology.

Duties & Responsibilities:

1. Act as the first point of contact for employee and student support and respond to inquiries via multiple channels (phone, email, in-person, etc.). Resolve inquiries that are routine and/or of moderate complexity, and escalate more complex requests to the relevant functional area. Ensure all inquiries are handled timely with consistency and accuracy.

2. Clarify the needs of the employee/customer, collect relevant information, build rapport and respond in a professional and compassionate manner. Effectively communicate and educate callers and visitors regarding university andSPAAoperations, policies and procedures. Assist employees with navigation of various university software systems (Banner,UKGDimensions, Technology Help, OneDrive, DegreeWorks, etc.) and initiate some transactions on behalf of employees.

3. Partner with Department Chairperson andSPAALeadership Team to identify process improvements, system enhancements, knowledge resources, and communication needs.

4. Serve as a Notary for the department's Leadership Team as well as the university community. Sort and distribute incoming mail. MonitorSPAAAdministrative Coordinator's and department's email accounts and respond to inquiries and requests in a timely manner. Review calendars and assist with scheduling appointments and Zoom meetings. Maintain schedule forSPAAconference room and Simulation Lab. Submit requests to the College of Health for meeting space. Utilize 25Live to locate available meeting space on campus.

5. Conduct and maintain continual inventory of supplies and equipment. Generate financial transactions utilizing SciQuest and Banner, record receiving and authorize invoice payments. Prepare and submit occasional cash deposits. MaintainSPAAbudget records. Verify accounting reports againstSPAAbudget records and make adjustment transactions as necessary. Prepare periodic reports for Leadership Team personnel. Monitor equipment and technology inventory and prepare SciQuest forms to move excess items to Inventory Control. Utilize university's Chrome River travel system to schedule faculty and student travel and reimbursements. Maintain printer and shredding services, supplies, and repairs. Order repairs for equipment, building, and offices through external vendors, Unified Technology, or Facilities operations.

6. Compile student data utilizing Banner and Argos to create spreadsheets of student records for purposes of department award decisions, and Council of Academic Programs (CAA) and university reporting. Coordinate and/or assist with the planning of a number of events (meetings, professional workshops, student recruitment events, etc.). Schedule space and make arrangements for equipment, catering, etc. Coordinate annual department awards ceremony by arranging dates, space, and catering. Prepare award certificates and order special plaques and doctoral student awards. Track ceremony guest list and organize event agenda. Attend awards ceremony as Event Coordinator.

7. Compile semester course offerings for submission to the College of Health Schedule Specialist with input from theSPAALeadership Team, and communicate needed changes throughout semester. Report to the Schedule Specialist faculty semester loads. Verify loads utilizingFLACsystem and lock for payroll processing.

8. Order semester textbooks viaAIP-Ball State Bookstore. Process online permission overrides for students and grade change forms for faculty. PrepareSPAA311 andSPAA312 application form, track incoming applications and create spreadsheet forSLPProgram Director. CollectSPAA311 photographs and utilize Photoshop to create clinic identification cards for student's use when borrowing clinic materials. Create and maintain studentASHAfiles. UtilizeSLATEto create spreadsheet forSLPgraduate student admissions review. AssistSPAAScholarship Committee with application process and awards.

9. Post student employee position vacancies with Career Services. Interview, hire (EPAFs), train, assign work, monitor and evaluate student employees. Monitor and approve student employee timesheets (including Graduate Assistants) inUKGDimensions. Act as Hiring Manager to post, request to interview, and hire faculty position vacancies inTMS. Assist with onboarding for new department employees. Monitor faculty and professional staff timesheets, make timesheet adjustments as necessary, and assist faculty and student employees withUKGsystem navigation.

10. Assist faculty with class materials, reports, research proposals, correspondence and presentations, as needed. Prepare correspondence and reports for theSPAAChairperson to other university offices, external agencies, current and prospective students, and the community. Attend, take and prepare minutes for department andSPAAInternal and External Board meetings. Maintain theSPAAdepartment OneDrive account. Utilize Sitecore to design, manage content development, and maintain department webpages.

11. Maintain regular and predictable attendance.

12. Perform other related duties as assigned.

Minimum Qualifications:

• Eighteen months of specialized training or education beyond high school or equivalent.

• One year of office coordination, secretarial, or related experience.

• Possess understanding and proficiency with MS Office Suite

• Ability to maintain confidentiality throughout appropriate business processes

• Strong active listening skills to identify potential challenges or solutions

• Excellent time management and organizational skills

• Excellent communication skills

• One year of office coordination, secretarial, or related experience.

Preferred Qualifications:

• Associate's degree.

• Experience working in a higher education setting; additional years of related work experience.

How to apply:

Applications will be accepted through November 30, 2025, at 12:01 AM.

The following documents are required to be uploaded in this application:

1. Cover letter

2. Resume (do not use the Autofill feature.)

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.