Administrative Coordinator

Ball State University

Muncie, IN

Job posting number: #7085166 (Ref:BSU27037)

Posted: September 13, 2021

Application Deadline: Open Until Filled

Job Description

Provide administrative support for the Exercise Science (EXSC) program faculty, coordinator, and advisors/internship coordinator; Physical Fitness/Wellness (PFW), Physical Education and Health (PEH), and Aquatics (AQUA) program faculty and coordinators; undergraduate coaching minor program and coordinator; Integrative Exercise Physiology Lab faculty and Director; and the Associate Chair for Undergraduate Programs.

Ball State University's School of Kinesiology welcomes applications for an Administrative Coordinator. 

Job Function:

Provide administrative support for the Exercise Science (EXSC) program faculty, coordinator, and advisors/internship coordinator; Physical Fitness/Wellness (PFW), Physical Education and Health (PEH), and Aquatics (AQUA) program faculty and coordinators; undergraduate coaching minor program and coordinator; Integrative Exercise Physiology Lab faculty and Director; and the Associate Chair for Undergraduate Programs.

Minimum Education:

Associate's degree or equivalent.

Preferred Education:

Bachelor's degree. 

Minimum Experience:

Over one year of secretarial or related experience.

Preferred Experience:

Experience with Microsoft Office, Outlook, Adobe, and Qualtrics.

Duties and Responsibilities:

  • Provide support for collection and monitoring of undergraduate permissions for assigned programs; process and track all affiliation agreements for the School; prepare and process change of grade forms, withdrawal forms, and process late add/drop requests.
  • Assist in the administration of the PFW program; prepare and distribute, as needed, various forms to PFW instructors, includes course outlines and required forms. Collect and manage program files and confidential records. Assist with special circumstance students (transfer, Indiana Academy, disabled, etc.) in selecting and registering for PFW lecture or activity sections.
  • Assist students and maintain files regarding student admission to EXSC program; process and monitor electronic applications (e.g., verify requirements including minimum GPA, grades, courses, and professional development requirements); maintain documents and enrollment for EXSC program community site; assist in communicating program information and administrative surveys (e.g., exit and advisor assessment) to students.
  • Manage the PFW equipment room; includes track the inventory; monitor the requests for and return of equipment; train student workers in the inventory check-in, check-out procedures.
  • Prepare and process EXSC internship assignment forms and affiliation agreements; assist in tracking students have submitted required forms; includes maintenance of several spreadsheets related to these tasks.
  • Assist and correspond with students regarding registration for the EXSC internship course and other EXSC courses which require permission; monitor enrollment in these courses.
  • Provide secretarial and analytical support for assigned faculty, Associate Chair for Undergraduate Programs, Undergraduate Coaching Minor and Integrative Exercise Physiology Laboratory; includes reports, lab supplies and equipment purchases, and correspondence; grant purchases and other grant related support; reimbursements and deposits; communicate with students and visitors in the absence of assigned faculty.
  • Maintain appointment calendars for EXSC advisor/internship coordinator; assist students in making appointments.
  • Act as School liaison regarding scheduling facility spaces (e.g., Sports facilities, Rec Center, Arena Lounge) and provide support for classroom technology issues; prepare and process university forms, including work orders (e.g., carpentry, sign shop, electricians, key shop, etc) and B450 forms; manage key control and distribution.
  • Hire, train, and supervise student employees; assign and direct the work requested by faculty and staff of student employees and review when completed; train students in various office equipment and School policies; coordinate and distribute student work schedules, provide coverage in their absence, and monitor and approve recorded time in Kronos.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.


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Job posting number:#7085166 (Ref:BSU27037)
Application Deadline:Open Until Filled
Employer Location:Ball State University
Muncie,Indiana
United States
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