Job Function:

Minimum Education:

Preferred Education:

Minimum Experience:

Preferred Experience:

Duties and Responsibilities:

• Act as the first point of contact for employee and student support and respond to inquiries via multiple channels (phone, email, in-person, etc.). Resolve inquiries that are routine and/or of moderate complexity, and escalate more complex requests to the relevant functional area. Ensure all inquiries are handled timely with consistency and accuracy.
• Clarify the needs of the employee/customer, collect relevant information, build rapport and respond in a professional and compassionate manner. Effectively communicate and educate callers and visitors regarding university and SPAA operations, policies and procedures. Assist employees with navigation of various university software systems (Banner, UKG Dimensions, Technology Help, OneDrive, DegreeWorks, etc.) and initiate some transactions on behalf of employees.
• Partner with Department Chairperson and SPAA Leadership Team to identify process improvements, system enhancements, knowledge resources, and communication needs.
• Serve as a Notary for the department’s Leadership Team as well as the university community. Sort and distribute incoming mail. Monitor SPAA Administrative Coordinator’s and department’s email accounts and respond to inquiries and requests in a timely manner. Review calendars and assist with scheduling appointments and Zoom meetings. Maintain schedule for SPAA conference room and Simulation Lab. Submit requests to the College of Health for meeting space. Utilize 25Live to locate available meeting space on campus.
• Conduct and maintain continual inventory of supplies and equipment. Generate financial transactions utilizing SciQuest and Banner, record receiving and authorize invoice payments. Prepare and submit occasional cash deposits. Maintain SPAA budget records. Verify accounting reports against SPAA budget records and make adjustment transactions as necessary. Prepare periodic reports for Leadership Team personnel. Monitor equipment and technology inventory and prepare SciQuest forms to move excess items to Inventory Control. Utilize university’s Chrome River travel system to schedule faculty and student travel and reimbursements. Maintain printer and shredding services, supplies, and repairs. Order repairs for equipment, building, and offices through external vendors, Unified Technology, or Facilities operations.
• Compile student data utilizing Banner and Argos to create spreadsheets of student records for purposes of department award decisions, and Council of Academic Programs (CAA) and university reporting. Coordinate and/or assist with the planning of a number of events (meetings, professional workshops, student recruitment events, etc.). Schedule space and make arrangements for equipment, catering, etc. Coordinate annual department awards ceremony by arranging dates, space, and catering. Prepare award certificates and order special plaques and doctoral student awards. Track ceremony guest list and organize event agenda. Attend awards ceremony as Event Coordinator.
• Compile semester course offerings for submission to the College of Health Schedule Specialist with input from the SPAA Leadership Team, and communicate needed changes throughout semester. Report to the Schedule Specialist faculty semester loads. Verify loads utilizing FLAC system and lock for payroll processing.
• Order semester textbooks via AIP-Ball State Bookstore. Process online permission overrides for students and grade change forms for faculty. Prepare SPAA 311 and SPAA 312 application form, track incoming applications and create spreadsheet for SLP Program Director. Collect SPAA 311 photographs and utilize Photoshop to create clinic identification cards for student’s use when borrowing clinic materials. Create and maintain student ASHA files. Utilize SLATE to create spreadsheet for SLP graduate student admissions review. Assist SPAA Scholarship Committee with application process and awards.
• Post student employee position vacancies with Career Services. Interview, hire (EPAFs), train, assign work, monitor and evaluate student employees. Monitor and approve student employee timesheets (including Graduate Assistants) in UKG Dimensions. Act as Hiring Manager to post, request to interview, and hire faculty position vacancies in TMS. Assist with onboarding for new department employees. Monitor faculty and professional staff timesheets, make timesheet adjustments as necessary, and assist faculty and student employees with UKG system navigation.
• Assist faculty with class materials, reports, research proposals, correspondence and presentations, as needed. Prepare correspondence and reports for the SPAA Chairperson to other university offices, external agencies, current and prospective students, and the community. Attend, take and prepare minutes for department and SPAA Internal and External Board meetings. Maintain the SPAA department OneDrive account. Utilize Sitecore to design, manage content development, and maintain department webpages.
• Perform other related duties as assigned.
• Maintain regular and predictable attendance.