Executive Assistant to Vice President for Student Affairs

: Position Information

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Position Title Executive Assistant to Vice President for Student Affairs About this Opportunity 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. Our Statement on Inclusiveness 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 excellenceand freedom of expression. Salary Grade 12A Wages Begin At 22 FLSA Non-Exempt Hrs/Week 40 Pre-Employment Screening Requires successful completion of a background check. Position Function 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. Minimum Education Associate's degree or equivalent in office administration or related field. Minimum Experience Three through five years of administrative experience. Minimum Other Proficient in Microsoft Office applications; strong oral and written communication skills; strong client service skills; ability to handle confidentiality and sensitive situations. 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 Preferred Experience Additional administrative experience in an institution of higher education. Preferred Other Position Title(s) Supervised Students EEO Statement Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any 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 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. Learn more about Ball State's total compensation package by trying our Total Compensation Calculator Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana: There's more to discover IN Indiana! Visit the following link to learn more: IN Indiana Department Office VP for Student Affairs:150010 Department Information Department Email or Phone Number View phone number on us.edajobs.com Duties & Responsibilities Ranking 1 Job Duty 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. Ranking 2 Job Duty 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. Ranking 3 Job Duty 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. Ranking 4 Job Duty 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. Ranking 5 Job Duty 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. Ranking 6 Job Duty 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. Ranking 7 Job Duty 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. Ranking 8 Job Duty Monthly, prepare donor letters and send them out either by email or USPS mail. Send donor reports to designated administrative staff in each unit. Ranking 9 Job Duty Supervise student staff; assign and review work; oversee the training, evaluation, and discipline of student staff. Ranking 10 Job Duty Perform other related duties as assigned. Ranking 11 Job Duty Maintain regular and predictable attendance. Posting Detail Information Posting Number 202501584SF Desired Start Date 04/28/2025 Position End Date (if temporary) Open Date 03/07/2025 Close Date 03/23/2025 Open Until Filled No Special Instructions Summary Information for Applications Requiring a Cover Letter 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.