Administrative Coordinator

Position Title: Administrative Coordinator Compensation: $16.50 - 17.84 Department: Health Promotion & Advocacy (T.J. Brecciaroli Start Date: 08/28/2026 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. 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 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: 1. 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: 2. 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: 3. 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. Supply and Inventory: 4. Assume full inventory management responsibilities including ordering, tracking, stocking, preparing, and distributing office supplies, educational materials, resources, and outreach incentives. Communication & Reception: 5. 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: 6. 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: 7. Manage responsibility for managing professional memberships, coordinating survey participation, and supporting related reporting and administrative functions. Staff Support: 8. Provide office protocol education and support; educate student interns, volunteers, and student leaders on front desk operations, reception responsibilities, outreach preparation, and office procedures. 9. Perform other related duties as assigned. 10. 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. How to apply: Please apply via the online Ball State University job portal. Please list three professional references within the online application. Supporting Documents Upload Instructions: Important: Do not use the Autofill feature when uploading your resume. Required Document: Resume Optional Document: Cover Letter detailing your qualifications for the position. ​ Application materials should specifically address the qualifications, skills, and experiences relevant to the Administrative Coordinator position. For questions regarding this opportunity, please contact: Search Committee Chair: Brandy Rocheleau, Associate Dean of Students and Deputy Title IX Coordinator Email: View email address on click.appcast.io Phone: View phone number on click.appcast.io 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.