Office Coordinator at Ball State University in Ball State University

Job description

Position Title: Office Coordinator Salary Grade: Staff 10 Compensation: $16.50 - 17.84 Department: Fraternity & Sorority Life Start Date: 11/17/2026 About this opportunity: The Office Coordinator with the Office of Student Life position will help to overseeing daily office functions, including, but not limited to: budget processing, customer service, and direct assistance with campus and community partners. This role will interact with staff, students, families, and community partners on a regular basis. Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship. 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 secretarial functions for the Office of Student Life including support of 4 professional staff members by coordinating office organizational activities such as scheduling appointments, performing clerical duties, and follow-up with students and other areas needing assistance; assist and maintain financial records for organizations; and assist in the management of office budget foundational funds, and external grant funds. Duties & Responsibilities: 1. Perform secretarial duties for the professional staff; includes compose, edit, proof, and finalize correspondence, answer telephone, maintain calendar, file, and receive visitors. 2. Manage three departmental financial accounts, six student organizations accounts, and various Ball State Foundation accounts; administer invoice payments and reimbursement processing utilizing the SciQuest system; monitor and reconcile expenditures and revenue in Banner system; track expenditures for four purchasing cards; analyze charges for compliance of BSU Procurement card procedures. Verify and reconcile monthly charges, process fund transfers via JP Morgan Chase Smart Data system, inquire and remedy incorrect charges and/or disputes; upload monthly receipts into Document Management System. 3. Provide quality and professional customer service to all guests. 4. Coordinate transportation for assigned professional staff and assist with travel for registered student organizations; utilize Banner Travel system to complete travel authorizations, travel expense reports including reimbursement processing, and vehicle reservations through Fleet Commander and driver’s license approval. 5. Maintain, monitor and facilitate any and all purchases, repairs, and functions for office equipment; responsible for upkeep, ordering and keeping track of office supplies and materials for fraternity and sorority life, excellence in leadership, and service opportunities. 6. Coordinate with professional staff for the use of the volunteer management system in regard to service opportunities for students, logging volunteer hours, and working directly with agencies. Work with outside community agencies to host and upload service opportunities on the volunteer management system. 7 . In conjunction with the Office Coordinator of Student Life, interview, hire, and train students. Direct work of student employees. 8. Organize, manage, and maintain accurate record keeping system for key distributions of all OSL employees and necessary student organizations. 9. Coordinate information for all allocated office space for student organizations. 10. Perform other related duties as assigned. 11. Maintain regular and predictable attendance. Minimum Qualifications: Associate’s degree or equivalent. Over one through three years of office organizational, secretarial or related experience. Proficient in Microsoft Word and Excel: excellent communication and organizational skills. Preferred Qualifications Associate’s degree or equivalent in office administration, or related field. Additional years of related secretarial experience; knowledge of Banner System. How to apply: Questions regarding this position may be directed to: Search Committee Chair