Administrative Coordinator

Position Title: Administrative Coordinator Compensation: $16.50 - 17.84 Department: Multicultural Ctr Start Date: 06/22/2026 About this opportunity: This opportunity offers the chance to serve as a key operational and student-facing professional within the Multicultural Center, View email address on click.appcast.io, and Guardian Scholars. This role combines financial management, administrative coordination, and front-line student support to ensure the effective delivery of programs and services that foster belonging and student success. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship. What you’ll do and bring: 1. Maintain, monitor, and balance all Multicultural Center, View email address on click.appcast.io, and Guardian Scholars budgets including but not limited to the main budget, REACH summer program budget, student wage budget, Foundation Accounts, scholarships, and grants; prepare and maintain financial statistics and summary reports; follow up on expenditures; complete appropriate paperwork, including JVs; reconcile transactions for department credit card; handle miscellaneous budget matters. 2. Provide secretarial support: maintain appointment calendars for the Director, Assistant Director, View email address on click.appcast.io and Guardian Scholars Program Coordinator, and graduate assistants/interns; order and maintain inventory of office supplies; make purchases using department credit card and university purchasing procedures; make department deposits; sort and distribute department mail and other information; assist students and visitors. 3. Assist with preparation and planning for events and programs; prepare speaker contracts; provide assistance to speakers; make all catering arrangements for events and programs. 4. Make travel arrangements for staff and assist with travel for registered student organizations; including airline, car, and hotel reservations, conference registrations; prepare all necessary documentation, including travel authorization; prepare vehicle requests and check requests; process travel expense vouchers. 5. Serve as area coordinator for entering all student employee hours (graduate assistants and undergraduate student employees) into the University’s timekeeping system and approving hours on a bi‑weekly basis. 6. Type and maintain a record of correspondence, university forms, reports, memoranda, contracts, office publications, etc.; assist with proofing and editing documents for office staff. 7. Provide support services for organizations directly advised by the Director and Assistant Director; including typing, updating membership lists, maintaining financial records and budgets, and risk management paperwork. 8. Coordinate and maintain content of Multicultural Center website of 40+ individual webpages; input all Multicultural Center events on electronic calendar. 9. Hire and supervise student employees; include advertising for open positions; interviewing and selection; schedule work hours; maintain, assign and review work; orient and train staff; conduct performance appraisal and discipline of student employees. 10. Coordinate space reservation process; include approving reservation requests; inputting requests into space calendar; maintaining space reservation calendar; tracking space use; communicating space request confirmations; and following up with space users as needed. 11. Maintain hard copy and computerized filing systems for the office. 12. Perform other related duties as assigned. 13. Maintain regular and predictable attendance. Minimum Qualifications: Associate’s degree or equivalent in office administration or related field. Over one through three years of administrative experience. Proficient in Microsoft Office applications; strong oral and written communication skills; strong client service skills; ability to handle confidentiality and sensitive situations. Preferred Qualifications: Administrative experience in a university setting; experience working with students and student support. How to apply: For inquiries, please contact Gabrielle Lloyd, Director of the Multicultural Center, at View email address on click.appcast.io. Please apply via the online Ball State University job portal and 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 Cover Letter detailing your qualifications for the position. What we offer: At Ball State University, we understand the importance of balancing professional responsibilities with personal well‑being. We offer paid vacation days, sick days, holidays, parental leave, health and dental insurance, long‑term disability and life insurance plans, and a range of retirement benefits. These benefits allow you to focus on both your work and personal growth. When you work for us, you are family. We cover 90 percent of your child’s undergraduate tuition at Ball State. For your own education, we cover 100 percent of the tuition costs for an undergraduate degree and 80 percent of graduate tuition from your first day. Curious about our excellent benefits package? We have developed a calculator that shows you the value of our core benefits. Download our calculator spreadsheet. #J-18808-Ljbffr