Executive Assistant to Vice President for Student Affairs

Ball State University welcomes applications for an Executive Assistant to Vice President for Student Affairs.

This full-time opportunity includes a generous benefits package with health insurance, retirement programs, educational assistance, and much more.

At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define 'inclusiveness' as a commitment 'to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellence and freedom of expression.

Provide administrative support to the VP for Student Affairs and AVP for Student Affairs in support of goals and assignments for the division; provide budget and finance support for VPSA operation, foundation and grant accounts, assist in the coordination of graduate program in Student Affairs Administration in Higher Education ( SAAHE) Visit Day.

Associate's degree or equivalent in office administration or related field.

Three through five years of administrative experience.

Proficient in Microsoft Office applications; strong oral and written communication skills; strong client service skills; ability to handle confidentiality and sensitive situations.

Additional administrative experience in an institution of higher education.

Students

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.

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank 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.

Provide administrative support to the VP for Student Affairs ( VPSA); manage calendar; schedule regular and group meetings with direct reports; schedule all walk-in and emergency meetings; reserve meeting rooms; arrange travel and prepare and process travel paperwork; process purchasing for the area and serve as proxy for VP on purchasing approvals; make arrangements for events sponsored by the office including ordering meals, scheduling rooms, and preparing invitations; compose and type correspondence and assist in preparing materials to be used by the VP in university meetings and community presentations; maintain files and process paperwork for forms that require the VP's signature; attend meetings to record minutes as requested; type and upload minutes to electronic filing system.

Provide administrative support for the Assistant VP for Student Affairs ( AVP); manage calendar; schedule regular and group meetings with direct reports; schedule all walk-in and emergency meetings; reserve meeting rooms; arrange travel and prepare and process travel paperwork; process purchasing for the area and serve as proxy for AVP on purchasing approvals; make arrangements for events sponsored by the office including ordering meals, scheduling rooms, and preparing invitations; compose and type correspondence and assist in preparing all materials to be used by the AVP in university meetings and community presentations; maintain files and process paperwork for forms that require the AVP's signature.

Submit journal vouchers (JVs) and approve JVs, reconcile budgets for VPSA Foundation accounts and other VPSA university accounts; track spending and discuss budgeted expenditures; monitor budget and maintain appropriate records; reconcile and load appropriate procurement card documentation in BDM; view/access appropriate screens in Banner to perform functions related to these job duties; approve travel for all travelers and all FOAPs within the division using Chrome River.

Coordinate and administer Interview Day for SAAHE graduate program applicants for the academic program and assistantships; create interview signup sheets for applicants to schedule assistantship interviews; create interview schedules for faculty ; create, update, proof, and oversee all materials used and distributed on Interview Day; schedule alternate interviews (virtual) as directed by the program director with faculty and GA supervisor for applicants not able to come to Interview day; monitor assistantship acceptance and report to program director and VPSA.

Provide administrative support to the Parents and Families Advisory Council ( PFAC) chaired by the VP for Student Affairs; schedule fall and spring meetings which includes a reception and dinner; arrange blocks of rooms at local hotels; send invitations and record RSVP information; work with Banquet and Catering on menus; provide suggested agenda to VP based on information from previous meeting minutes and suggestions from PFAC and Ball State administrators; prepare materials for meetings; arrange for gifts for incoming and outgoing PFAC members; attend PFAC meetings and take minutes; respond on a regular basis to questions from PFAC members; assist in the selection process for PFAC; prepare summer mailing sent to parents of registered and in-good-standing sophomores inviting them to apply to serve on PFAC; order postcards; receive applications; schedule, attend and participate in selection meeting; create and send letters to all applicants indicating if selected or denied; update PFAC website; order PFAC giveaways and monitor inventory.

Respond to inquiries from the public and students who contact the Student Affairs Central Office; make appropriate referrals. Provide support to other offices within the division and work collaboratively with others across the university.

Provide administrative support for John R. Emens Outstanding Senior award; update website, ensure application and dates are correct in form submission portal; coordinate advertisement; schedule committee meetings and presentations for finalists; and correspond with all applicants.

Monthly, prepare donor letters and send them out either by email or USPS mail. Send donor reports to designated administrative staff in each unit.

Supervise student staff; assign and review work; oversee the training, evaluation, and discipline of student staff.

Perform other related duties as assigned.

Maintain regular and predictable attendance.

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experience align with the elements of the position description (or leadership profile). In your cover letter, please select one of our enduring values and describe how you have demonstrated a commitment to that value in your professional endeavors.