Administrative Coordinator
About This Opportunity
Ball State University is seeking a highly organized, collaborative, and student-centered professional to serve as the Administrative Coordinator within the Office of the Dean of Students. This position plays a vital role in supporting prevention, wellbeing, victim advocacy, and student support initiatives by serving as the primary administrative and operational hub for a dynamic and mission-driven team. The Administrative Coordinator provides critical support in areas such as scheduling, budgeting, records management, outreach coordination, assessment support, and front-line customer service while helping connect students to resources and services. This is an excellent opportunity for a detail-oriented professional who enjoys working in a fast-paced environment and contributing to programs that promote student success, wellbeing, safety, and belonging.
Position Function
Provide administrative and office organization support for the Dean of Students Suite. Serve as the primary front-line contact supporting prevention, wellbeing, advocacy, and student support functions through coordination, communication, scheduling, records management, and operational support.
Duties & Responsibilities
- Administrative Support: Provide administrative support to the Associate Dean, Assistant Dean, Associate Director for Victim Advocacy, and Assistant Directors. Coordinate meetings, maintain databases and reports, prepare correspondence and outreach materials, schedule services and events, organize records, and support departmental operations.
- Advocacy Support: Provide administrative support for confidential advocacy services by appropriately triaging visitors and callers, scheduling appointments, maintaining confidential records, and routing students to appropriate resources while maintaining privacy requirements.
- Financial Management: Maintain budgets, process invoices, coordinate purchases, prepare purchase orders, assist with budget tracking, journal vouchers, and financial documentation across multiple functional areas.
- Supply and Inventory: Assume full inventory management responsibilities including ordering, tracking, stocking, preparing, and distributing office supplies, educational materials, resources, and outreach incentives.
- Communication & Reception: Serve as the primary front-facing contact; manage phones, voicemail, shared email accounts, websites, communication requests, work orders, visitor support, inquiry routing, and mail distribution.
- Data Collection & Assessment: Maintain records, enter program information into tracking systems, prepare reports, support evaluations and assessments, and assist with collection and reporting of departmental service and outreach data.
- Professional Memberships: Manage responsibility for managing professional memberships, coordinating survey participation, and supporting related reporting and administrative functions.
- Staff Support: Provide office protocol education and support; educate student interns, volunteers, and student leaders on front desk operations, reception responsibilities, outreach preparation, and office procedures.
- Perform other related duties as assigned.
- Maintain regular and predictable attendance.
Minimum Qualifications
- Associate's degree in office management or related area or equivalent.
- At least one year of customer service experience.
- Previous office administration experience.
- Excellent computer skills.
- Excellent verbal and written communication skills.
Compensation
$16.50 - 17.84
Benefits
- Paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year.
- Paid parental leave (6 weeks).
- Affordable health and dental insurance.
- Robust long-term disability and life insurance plans.
- Range of retirement benefits.
- 90 percent coverage of your child's (or children's) undergraduate college tuition at Ball State.
- 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition, effective from your first day.
Start Date: 08/28/2026