Office Coordinator

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

Kara L. Westfall

Senior Associate Director of Student Life

[email protected]

765-285-2621

Initial interviews may take place during the posting period. If selected for a first round interview, you will be contacted by email to schedule a phone interview.

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.

Please follow the upload instructions to attach the required supporting document listed below.

Required Document:

• Resume

Optional Document (preferred):

• Cover Letter
  

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.