Front Desk Coordinator

Ball State University

Muncie, IN

Job posting number: #7111954 (Ref:BSU33723)

Posted: September 28, 2022

Application Deadline: Open Until Filled

Job Description

Provide primary office administration for the Marketing and Communications division’s main office area; maintain office equipment and front office area; serve as the first line of contact in welcoming visitors and screening phone calls; maintain promotion items, and office supplies; assist with the supervision of BSU student assistants; and support the Secretary to the VP for Marketing and Communications and Budget Coordinator as needed.

The Division of Marketing and Communications is a full-service, in-house partner to the colleges and units of Ball State. We develop strategic messaging consistent with Ball State’s mission, enduring values, strategic priorities, institutional identity (branding), and positioning. Our work is best in class and backed by a passionate group of professionals who love the University. We are believers in the Beneficence Pledge and honor the following principles: excellence, respect and responsibility.

Job Function:

Provide primary office administration for the Marketing and Communications division’s main office area; maintain office equipment and front office area; serve as the first line of contact in welcoming visitors and screening phone calls; maintain promotion items, and office supplies; assist with the supervision of BSU student assistants; and support the Secretary to the VP for Marketing and Communications and Budget Coordinator as needed.

Minimum Education:

Up to eighteen months of education or training beyond high school or equivalent.

Preferred Education:

Associate's degree.

Minimum Experience:

Over one through three years of experience in an administrative front office setting.

Preferred Experience:

Additional administrative front office and supervisory experience.

Duties and Responsibilities:

  • Serve as primary front office administrator, which includes maintaining a safe and organized working area; answering, screening and forwarding incoming calls; receiving, directing and announcing visitors; receiving mail/deliveries and distribute to appropriate division member; maintaining office equipment and supplies; and answering routine requests for information while ensuring the security and non-disclosure of highly confidential information.
  • Manage the division’s equipment inventory spreadsheet, which includes maintaining and updating the inventory spreadsheet as needed; notifying the appropriate supervisor when it’s time to replace old equipment; and excessing old equipment.
  • Manage the Marketing and Communications attendance calendar and send daily attendance email to the division.
  • Assist with Crisis Management Protocol as needed.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Provide limited administrative support to the division of Marketing and Communications, which may include processing travel authorizations and expense reports; reserving venues; organizing package pick-ups and deliveries; creating work orders for building/office maintenance; and submitting helpdesk tickets for technology issues and/or setup.
  • Provide backup for the Secretary for Marketing and Communications and Budget Coordinator in their absence and as needed.
  • Assist with assigning and reviewing work of the front office BSU student assistants.
  • Manage the distribution, inventory and organization of the Marketing and Communications’ promotional items for internal, external, and community partners.
  • Maintain proficiency on all University policies, procedures, and data systems.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.


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More Info

Job posting number:#7111954 (Ref:BSU33723)
Application Deadline:Open Until Filled
Employer Location:Ball State University
Muncie,Indiana
United States
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