Coordinator to the Chair
Company: Ball State University
Posted on: September 17, 2020
NUMBER OF VACANCIES
DESIRED START DATE
POSITION END DATE (IF TEMPORARY)
OPEN UNTIL FILLED
SPECIAL INSTRUCTIONS SUMMARY
Coordinator to the Chair
Ball State s School of Kinesiology has an opportunity for a
challenging and demanding position that provides assistance to the
Chairperson of this large and complex school with opportunity for
much professional growth.
NEW HIRE RATE
Requires successful completion of a background check.
Provide assistance to the Chair in reviewing spreadsheets and
documents; communicate the information contained in those documents
to the Chair; scan and convert documents for the Chair; prepare
drafts of documents and materials for meetings that the Chair will
review and revise; assist the Chair with other accessibility
issues; assist in preparing annual report; coordinate and attend
monthly faculty meetings; act in absence of Chair to communicate
with faculty, students, parents, and/or administrative units within
or outside the university.
Eighteen months of education or training beyond high school or
equivalent in secretarial science or related area.
One through three years of related office experience.
AUTHORIZATION TO WORK IN THE US
Candidates for searches must have current authorization to be
employed in the U.S. without employer sponsorship.
Associate s degree.
Experience with Canvas, university forms, and Adobe Acrobat Pro;
experience in an academic department; proficiency with word
processing, spreadsheet and database software.
POSITION TITLE(S) SUPERVISED
Ball State University is an Equal Opportunity/Affirmative Action
employer that is strongly and actively committed to diversity
within its community. Women, minorities, individuals with
disabilities and protected veterans are strongly encouraged to
apply. All qualified applicants will receive equal consideration
for employment without regard to race, color, religion, sex,
national origin, age, disability, protected veteran status or any
other legally protected status.
ABOUT BALL STATE UNIVERSITY
Ball State University is located in Muncie, Indiana, on an
attractive campus 45 miles northeast of Indianapolis. Approximately
22,000 graduate and undergraduate students enroll in one of eight
academic colleges that offer 120 undergraduate programs. We offer
more than 140 master s, doctoral, certificate, and specialist
degrees, with many of them ranking among the best in the nation.
Ball State aspires to be the model of the most student-centered and
community-engaged of the 21st century public research universities,
transforming entrepreneurial learners into impactful leaders
committed to improving the quality of life for all.
School of Kinesiology:900030
The School of Kinesiology is a large and complex School with forty
faculty, four academic majors, nine graduate programs, and a
teaching and research facilities.
DEPARTMENT EMAIL OR PHONE NUMBER
Duties & Responsibilities
Assist the Chair in the preparation of documents and spreadsheets
for the Chair s review and revision using Excel, Word, PowerPoint,
Adobe Acrobat Pro, and Outlook; review, edit and proofread Chair s
documents and return for distribution as requested; create
PowerPoint slides for monthly faculty meetings from the Chair s
Provide accessible documents to the Chair; includes scan, save,
convert, copy and paste all data into text format without images
and formatting; troubleshoot computer/technology issues tht may
arise on Chair s laptop or desktop computer; communicate issues as
needed to BSU Helpdesk in order to resolve.
Complete university forms; help to maintain a School box.com
account; includes create folders, collect documents to post, update
files and assign private users; update distribution lists,
including School s account and Chair s personal contact lists each
semester; download instructor/course evaluation reports from the
IOTA 360 Evaluation system each semester; edit data into
appropriate format for Chair s review.
Organize and maintain electronic files and provide to the Chair as
needed; review documents and prepare summaries of the information
for the Chair; includes electronic documents like budget
spreadsheets, grant proposal letters or hardcopy documents like
promotion and tenure files; open, review, scan, convert and
distribute or file the Chair s mail in absence of Secretary to the
Maintain a School Community site in Canvas; includes assigning
users; posting announcements; organizing and updating pertinent
documents for view and use by applicable School members.
Maintain Chair s Outlook calendar; schedule appointments including
group meetings; monitor calendar conflicts; keep Chair informed of
updates and changes for personal calendar.
Use Argos Web Viewer database to retrieve grant submissions and
funding and track grantsmanship of School faculty; verify
information input is accurate by checking Sponsored Project
Administration reports, Argos Web Viewer, and the Cayuse system;
archive funded grant information; distribute information to Chair
and notify him of any faculty eligibility for School external grant
Attend meetings and other departmental events as needed to assist
the Chair with their completion; includes class visitations and
weekly administrative team meetings; collect supporting documents
for class visitations for Chair review; following the visitation
provide the Chair with a summary of observations.
Aid in the completion of the School s annual report; includes
complete any collection/discovery or analysis of data necessary to
complete portions of the report; download reports from Digital
Measures as needed; follow up with appropriate individuals for
missing information; help to edit final report. Assist in
preparation of other School reports as needed such as the Academic
Self-Study and the Assessment Report.
Support Chair s business at the campus, regional, and national
levels, including but not limited to travel arrangements, creating
handouts, documents, and presentation materials; locate and escort
Chair to on campus meetings; make and return some phone calls on
behalf of the Chair.
Act in absence of Chair to communicate with faculty, students,
parents, and/or administrative units within or outside the
university. Work with the Administrative Supervisor/Secretary to
the Chair and Administrative Coordinators in the School to complete
assigned tasks; maintain confidentiality; provide customer service
in the School s main office in the absence of the Administrative
Support the Chair in the management of the School; contributing
member of the administrative group; coordinate and attend monthly
faculty meetings, including preparation of meeting agendas, slides,
and minutes; attend weekly administrative staff meetings; initiate
correspondence to faculty and University offices from Chair s
Assist the Chair in gathering, organizing, and preparing documents
around promotion and tenure and annual faculty merit
Keywords: Ball State University, Muncie , Coordinator to the Chair, Other , Muncie, Indiana
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