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Coordinator to the Chair

Company: Ball State University
Location: Muncie
Posted on: September 17, 2020

Job Description:

POSTING NUMBER
202000650SF

NUMBER OF VACANCIES
1

DESIRED START DATE
10/20/2020

POSITION END DATE (IF TEMPORARY)

OPEN DATE
09/11/2020

CLOSE DATE
09/21/2020

OPEN UNTIL FILLED
No

SPECIAL INSTRUCTIONS SUMMARY

POSITION TITLE
Coordinator to the Chair

ADDITIONAL INFORMATION

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.

SALARY GRADE
9

NEW HIRE RATE
14.45

FLSA
Non-Exempt

HRS/WEEK
40

PRE-EMPLOYMENT SCREENING
Requires successful completion of a background check.

POSITION FUNCTION

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.

MINIMUM EDUCATION

Eighteen months of education or training beyond high school or equivalent in secretarial science or related area.

MINIMUM EXPERIENCE

One through three years of related office experience.

MINIMUM OTHER

AUTHORIZATION TO WORK IN THE US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.

PREFERRED EDUCATION

Associate s degree.

PREFERRED EXPERIENCE

Experience with Canvas, university forms, and Adobe Acrobat Pro; experience in an academic department; proficiency with word processing, spreadsheet and database software.

PREFERRED OTHER

POSITION TITLE(S) SUPERVISED

None.

EEO STATEMENT

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.

EEO/AA Employer/Veterans/Disabled.

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.

DEPARTMENT
School of Kinesiology:900030

DEPARTMENT INFORMATION

The School of Kinesiology is a large and complex School with forty full-time
faculty, four academic majors, nine graduate programs, and a plethora of
teaching and research facilities.

DEPARTMENT EMAIL OR PHONE NUMBER
tweidner@bsu.edu

Duties & Responsibilities

RANKING
1

JOB DUTY

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 notes.

RANKING
2

JOB DUTY

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.

RANKING
3

JOB DUTY

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.

RANKING
4

JOB DUTY

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 Chair.

RANKING
5

JOB DUTY

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.

RANKING
6

JOB DUTY

Maintain Chair s Outlook calendar; schedule appointments including group meetings; monitor calendar conflicts; keep Chair informed of updates and changes for personal calendar.

RANKING
7

JOB DUTY

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 incentive payments.

RANKING
8

JOB DUTY

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.

RANKING
9

JOB DUTY

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.

RANKING
10

JOB DUTY

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.

RANKING
11

JOB DUTY

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 Supervisor.

RANKING
12

JOB DUTY

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 office.

RANKING
13

JOB DUTY

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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