Administrative Coordinator for Academic Technologies

Position Title:

Compensation:

Department:

Start Date:

About this opportunity:

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: This position reports to the Senior Systems Specialist and will provide primary support for the technological initiatives in Academic Affairs, including the Faculty Success Solutions Administrator and Operations Specialist. Responsibilities include: schedule and coordinate meetings, coordinate and deliver training sessions, manage communication including phone calls and the help line, monitor the tech email account, prepare support materials and update website, and facilitate the collection and dissemination of information.

Duties & Responsibilities:

1. Serve as the primary point of contact for faculty and staff utilizing Watermark's Faculty Success solution, providing guidance and support for the reporting cycles throughout the year.

2. Provide administrative support by granting faculty, proxy, and administrative access to the Faculty Success solution. Collaborate with faculty, staff, and administrators to understand the requirements, challenges, and goal for the Faculty Success solution.

3. Assist in the creation and configuration of annual merit, salary, and promotion and tenure workflows within Faculty Success.

4. Contribute to the development of training materials, documentation, and resources to facilitate the successful adoption and utilization of the Faculty Success solution; deliver comprehensive training sessions and workshops to faculty members, administrators, and other users to ensure they are proficient in using the solution.

5. Maintain all office communication for Academic Technologies, including creating appointments, maintaining the calendar of the Faculty Success Solutions Administrator and Operations Specialist, answering the phone, monitoring the email helpline, updating the website, cataloging all training materials, filing and updating all departmental and college documents, arranging for campus-wide announcements, arranging any required travel, and any other related administrative duties as assigned.

6. Provide ongoing support to clients, addressing technical issues, troubleshooting challenges, and offering best practices to optimize their use of the solution. Follow up with survey and focus group activities, and keep records on assessment, reflection and improvement of materials.

7. Act as a liaison between faculty/staff and the Senior Systems Specialist for Academic Affairs to share feedback, filter requests, and enhance opportunities for the solution.

8. Track progress on all projects for the Faculty Success Solutions Administrator and Operations Specialist and the Senior Systems Specialist.

9. Maintain documentation for all procedures and workflows related to the Faculty Success solution. Work with the Vice Provost for Academic Affairs office to ensure that the Promotion and Tenure process, as well as the Salary and Merit process, are both functioning smoothly, and provide specific data on functionality and improvement annually.

10. Work with the Senior Systems Specialist to create audit reports and data integrity checks that support the accuracy of the data entered. Assist in the improvement of data flow creation and document this improvement.

11. Serve as a back-up support for the Vice Provost for Academic Affairs office staff as needed.

12. Perform other related duties as assigned.

13. Maintain regular and predictable attendance.

Minimum Qualifications:

• Associate's degree or equivalent combination of education and experience will be accepted in lieu of an associate's degree.

• One year of administrative office experience or related experience.

• Strong organizational skills and comfort using a range of administrative programs
• Strong verbal and written communication skills
• Ability to organize and deliver training sessions
• Ability to balance multiple projects
• Comfort with technology and digital platforms
• Evidence of strong customer support or experience with managing phone calls, emails, and in-person interactions in a courteous and professional manner

Preferred Qualifications:

• Bachelor's degree

• Strong background in MS Excel, PowerPoint, and other platforms; background in developing materials for presentation; demonstrated ability to work collaboratively and independently.

• Willingness to learn new systems and problem-solve proactively, other professional certifications or training as relevant to the position.

How to apply:

The following documents are required in this application:

1. Cover letter

2. Resume - please do not use the Autofill feature

Applications will be accepted through 12/01/2025 at 12:01 AM.

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.