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Director of Systems Administration and Bus Operations

Ball State University
Indiana, United States
Salary Not Specified
Posted date
Jun 19, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Facilities Management & Physical Plant, Executive, Other Executive
Employment Type
Full Time
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Posting Details

Position Title

Director of Systems Administration and Bus Operations

Additional Information

The Director of Systems Administration and Bus Operations will join a highly collaborative and forward-thinking Facilities Planning and Management Department. The Department strives to be the benchmark of excellence for facilities planning and management while being mindful stewards of the university’s resources. The Director of Systems Administration and Bus Operations will direct and oversee the systems and administrative functions and bus operations areas of the Facilities department. It provides support to the Associate Vice President in development and implementation of programs, systems, and policies relating to the department. This position reports to the Associate Vice President.

Inclusive Excellence Statement

At Ball State University, Inclusiveness and freedom of expression are a part of our enduring values and inform all of our efforts. We encourage applicants to familiarize themselves with our Inclusive Excellence Plan to learn more about our commitment and to identify how you might contribute to these efforts.

Benefits and Community



Administrative Exemption



Length of Assignment

Full-Time At-Will

Position Function

Direct and oversee the Systems and Administrative functions and Bus Operations area of Facilities Planning and Management; support the Associate Vice President in development and implementation of programs, systems, and policies relating to the department.

Minimum Education

Bachelor’s degree from an accredited institution.

Minimum Experience

Three years of systems/financial management experience; experience developing and maintaining complex spreadsheets and reports; supervisory 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

Master’s degree in business administration, computer science, accounting, or related field from an accredited institution.

Preferred Experience

Five or more years of business or office administration experience; bus/transportation management experience; experience in supervision and computer software training; experience working in a university environment.

Preferred Other

Pre-Employment Screening

Requires successful completion of a background check and education verification.

Position Title(s) Supervised

Facilities Data Systems Specialist, Office Manager, Systems Specialist, Supervisor of Bus Operations

Required Certifications

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, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.

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. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.


Office of AVP Facilities Planning & Mgt:136010

Department Information

This is an exempt from overtime position with a salary of $80,000.00.

Department Email or Phone Number


Duties & Responsibilities



Job Duty

Direct the Work Control function; oversee the work order system and software, as well as the coordination of system information changes; maintain integrity of all data; develop, implement, and monitor policies and procedures appropriate to the day-to-day operation of the department.



Job Duty

Develop and institute management information systems for costing and analyzing department functions; review and analyze reports; supervise and prioritize the purchase of computers, software, and office equipment; ensure adherence to university-level IT standards and requirements in the design and implementation of modifications, updates, and enhancements in technology.



Job Duty

Oversee chargebacks of work completed by Facilities Planning & Management shops; includes determining which work is chargeable; review credit card, petty cash, time cards, and purchase orders for correctness; act as liaison with UTS to develop and maintain automated processing of Facilities Planning & Management charges to the university’s financial system; troubleshoot and resolve errors.



Job Duty

Direct the area of Bus Operations, to include operational planning and implementation; develop policies and procedures for university bus services, to include bus specifications and replacement; develop and analyze reports regarding the use of vehicles and trips; review current policies annually.



Job Duty

Oversee data in various software and/or spreadsheet applications entered by Facilities Planning & Management support staff to ensure accuracy; develop and maintain departmental standards for entering information; audit records periodically for compliance.



Job Duty

Develop all accounting and budget reports; create and maintain spreadsheets, including historical data for budget and cost accounting; prepare budget requests and analyze results to make adjustments or recommendations as necessary; meet with university auditing staff for review of FPM records.



Job Duty

Direct the purchase requisition activity; review and approve purchase requisitions for department; assign correct account, ensure correctness of work order number; provide reports as needed; review and analyze standing orders for appropriate use; train administrative support staff on budget coding.



Job Duty

Develop and maintain various reports for department; includes monthly and/or yearly reports on building costs, shop costs, cost per square foot, etc.



Job Duty

Serve as a liaison with Human Resources; work with HR personnel to assure consistent application of FMLA and other leave programs; process requests for staff, service staff, and professional staff job postings and job description changes; maintain tracking system for departmental grievances and disciplinary actions.



Job Duty

Participate as directed by the Associate Vice President in special studies as needed; participate in FPM senior staff meetings and assignments.



Job Duty

Monitor and maintain reports on Facilities Planning & Management’s Foundation funds; process reimbursements.



Job Duty

Assign and review work, orient and train staff, and make recommendations in all areas related to supervision, including but not limited to interviewing and selection, compensation, discipline, performance appraisal, and training and career development of personnel.



Job Duty

Perform other related duties as assigned.

Posting Number


Number of Vacancies


Desired Start Date


Position End Date (if temporary)

Open Date


Applications Accepted Through Date


Open Until Filled


Information regarding transcripts

The option to upload transcripts is available. Original, official transcripts showing the highest related degree earned is required at the time of hire (even if obtained at BSU). Degree verification will be conducted.

Special Instructions Summary

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Undergraduate Transcripts
  2. Other

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