Administrative Assistant for Fiscal Operations and Housing Facilities

Position Title:

Administrative Assistant for Fiscal Operations and Housing Facilities

Compensation:

$16.50 - 17.84

Department:

Housing and Residence Life Office_C

Start Date:

09/15/2025

About this opportunity:

Be an exciting part of the behind the scenes work of one of the most active departments on campus.

Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.

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: Provides administrative support for departmental fiscal and facilities operations by assisting with the departmental activities related to fiscal and housing facilities operations. This includes entering requisitions and standing orders, receiving of invoices, communicate with vendors, assist with recordkeeping for 30+ departmental credit cards, manage uniform inventory, process journal vouchers and analyze charges to prepare spreadsheets and reports, account reconciliation and analysis for facilities expenditures. Assist in preparing documentation and communication related to grievance processes and procedures, written and verbal communication, coordination with facilities team, and other duties as assigned.

Duties/Responsibilities:

• Enter requisitions, standing orders, ATFs, receiving and invoices in SciQuest related to maintenance and custodial activities. Work with all levels of staff within HRL.

• Assist with security and monitoring the use of 30+ departmental credit cards; perform monthly reconciliation and on-line allocation of charges via the providers system; scan and upload all receipts via BDMS, resolve violations with Accounting, assist with training and answer team member questions as needed

• Enter journal vouchers in Banner, analyze charges by activity code to prepare multiple spreadsheets and reports. Assist with research, account reconciliations and analysis for facilities expenditures.

• Coordinate administrative aspects of housing facilities projects including preparation of documents for capital funding requests, renovation plans, preventative maintenance, facilities projects, RFP specs, bidding documents, or other housing facilities administrative processes.

• Collaborate with work order systems specialist to facilitate calls to maintenance supervisors, maintenance mechanics, superintendent, facilities planner, custodian superintendents, elevator repairmen, and cable technicians.

• Provide excellent customer service and administrative support for fiscal and housing facilities operations which includes answering phones, greeting and directing visitors; responding to questions, and solving key stakeholder concerns.

• Call Facilities Management work control with problems related to dumpsters, exterminators, elevators, and ice machines.

• Purchase, distribute, and maintain inventory of uniform shirts and pants for service staff.

• Develop strong partnerships with campus partners in Accounting, Purchasing, and Central Stores.

• Provide effective communication and develop strong working relationships with HRL vendors.

• Coordinate piano maintenance

• Prepare and keep records for IOSHA-Right-To-Know chemical equipment.

• Support other administrative functions of the greater HRL office as needed. Participate in regular cross-training and training to better support the mission, vision, and values of HRL. Be the back-up to the Administrative Assistant for Residential Learning and the Assistant to the Budget Coordinator as needed.

• Perform other related duties as assigned

• Maintain regular and predictable attendance.

Minimum Qualifications:

• Associate's degree from an accredited institution or equivalent training/experience in business, administrative support functions, or related areas.

• 1-3 years in business, administrative support, or related areas.

Preferred Qualifications:  

• Associate's degree from an accredited institution.

• Significant experience with Microsoft Office programs including Outlook, Excel, Word, and Power Point.

• Previous experience working in a college or university environment; knowledge of privacy laws and regulations governing higher education.

• Experience with banner and data management systems.

How to apply:

Please upload resume.

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.