Administrative Assistant

Position Title: Administrative Assistant Compensation: $16.50 - 17.84 Department: Housing and Residence Life Office_C Start Date: 07/27/2026 About this opportunity: The Administrative Assistant for Housing Operations serves as the front-facing hub for Housing and Residence Life, delivering exceptional customer service while supporting daily office operations and business processes. This role manages high-volume communications across phone, email, and in-person interactions, providing accurate and timely information to students, families, and campus partners. The position requires strong problem-solving skills, attention to detail, and the ability to navigate complex housing processes, including contracts, accommodations, and special requests. In addition to receptionist duties, the Administrative Assistant/Receptionist provides administrative support to the Housing Operations leadership team, maintains critical records within the housing management system, and contributes to key operational initiatives such as conferences, early arrivals, and special projects. The role demands professionalism, sound judgment, and the ability to de-escalate concerns while ensuring a seamless and supportive experience for all stakeholders. 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: Duties & Responsibilities: 1. Deliver high-quality customer service to students, families, campus partners, and community members through phone, email, and in-person interactions. Respond to inquiries, provide accurate housing information, and de-escalate concerns with professionalism and care. 2. Perform front desk/reception duties, including answering multi-line phones, managing shared email inboxes, greeting visitors, and handling mail and deliveries. Manage after-hours voicemail messaging and ensure timely follow-up and distribution of messages. 3. Provide administrative support to Housing Operations team consisting of 6 individuals, including scheduling, coordination, and document preparation. 4. Utilize the housing management system (e.g., StarRez) and other technologies to maintain records, track communications, and support case management. 5. Serve as a primary point of contact for orientation housing, early arrivals, and interim housing and a back-up point of contact for housing operations processes, including contracts, renewals, interim and short-term housing, and summer conference housing. 6. Assist with ESA/ADA accommodation processes, including documentation review, coordination, and placement support. 7. Lead and support special projects such as residency exemption requests, contract cancellation processes, and administrative support for affiliated review committees. 8. Assist with summer conference operations, including client communication and record maintenance within the housing system. 9. Maintain accurate files, documentation, and detailed case notes in accordance with departmental standards. 10. Collaborate with team members and provide cross-functional support as needed. 11. Perform other related duties and projects as assigned. 12. Maintain regular and predictable attendance. Minimum Qualifications: Associate’s degree from an accredited institution or equivalent of 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: For inquiries, please contact: University Housing office at View phone number on click.appcast.io. Supporting Documents Upload Instructions: Please follow upload instructions to attach any supporting documents listed below. Important: Do not use the Autofill feature when uploading your resume. Required Document: 1. Resume Optional Document (Recommended for Best Consideration): 2. Cover Letter detailing your qualifications for the position. 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. Goodness requires action to grow. We're dedicated to doing our part to keep goodness growing in Muncie, at our university, and as far beyond as possible. That's where you come in. When you join our team, you become part of goodness in action. Our main priority: uplifting students so they can discover their full potential. This is how we fly. There are about 3,000 full-time faculty and staff in the Ball State University work family. Each brings unique gifts to help us be the kind of institution we want to be. In return, we do our best to take care of them through comprehensive medical and dental plans, a Health Savings Account (which we contribute to), and a whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for you and your family. We can offer you more. Where you live matters just as much as where you work. We get it. That's why we've invested since the very beginning in making our hometown work. On campus, find state-of-the-art facilities and one-of-a-kind arts and cultural events. In Muncie, you'll find a warm and welcoming community with affordable housing and a vibrant downtown arts, food, and music scene. What could be better? You here - for starters. 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. Ball State provides accommodations to qualified individuals with disabilities who can perform the essential functions of the position. Contact the Assistant Director of Equal Opportunity and ADA Coordinator, John Bowers, at View phone number on click.appcast.io for assistance. People and Culture Services Administration Building (AD), Room G008 2000 University Avenue Muncie, IN 47306 8:00 a.m.-5:00 p.m. Monday-Friday Phone: View phone number on click.appcast.io Fax: View phone number on click.appcast.io