Ball State University

Muncie, IN

ID: 7091328 (Ref.No. BSU28873)
Posted: January 5, 2022
Application Deadline: Open Until Filled

Job Description

Provide office organization and support for the administration and academic function of the College of Health.

The College of Health invites applications for a Secretary. The position will perform administrative support for the Associate Dean(s) College Director(s) and Office Manager; manage and maintain calendar(s); arrange conferences; manage reception services for the Dean’s Office.  Additional duties include preparing reports, filing, and facilitation; develop and maintain ongoing relationships with faculty and staff in the College and across the university. This position works closely with the Office Manager and other team members in the Dean’s Office.

Thank you for your interest in a career at Ball State University! We are committed to excellence through a talented and diverse faculty and staff. Inclusiveness and freedom of expression are a part of our enduring values and inform all of our efforts. 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. We are excited that you want to join us in these endeavors!

The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.

Job Function:

Provide office organization and support for the administration and academic function of the College of Health.

Minimum Education:

Eighteen months of education or training beyond high school or equivalent.

Preferred Education:

Associate degree in secretarial technology or similar field.  

Minimum Experience:

At least one year of secretarial, office administration or related experience. 

Duties and Responsibilities:

  • Perform administrative support for the Associate Dean(s), and the College Director(s) as needed and assist with general office functions; manage and maintain the calendar; arrange conference(s); preparing reports, filing, and facilitation; develop and maintain on-going relationships with faculty and staff in the College and across the university; exhibit strong customer service skills; project a professional demeanor and appearance in all situations. 
  • Manage reception services for the Dean’s Office including greeting & directing guests, as well as answering questions. providing assistance to students, faculty & staff [internal and external], answering incoming calls & emails, and prioritizing messages according to urgency. 
  • Perform administrative support such as ordering supplies, assist with travel arrangements, room reservations, and scheduling meetings to maintain the daily functions of the Dean’s Office.
  • Assist and review work and/or orient and train student workers. 
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Database management for grant, external partnerships and affiliation agreements.  Preparing reports related to activities with external partnerships and scholarly activity, assist with organizing and implementing outreach and engagement initiatives involving community engagement & partners, students, alumni, donors, and faculty within the college. 
  • Assist Office Manager with duties as assigned; such as entering invoices into SciQuest for payment, foundation withdrawal forms, and event planning. 
  • Assist the Dean with requests in the absence of the Office Manager & Secretary to the Dean. 
  • Conduct and assist with fact-finding for report(s) to support the role of the associate dean(s) and college director(s) 
  • Assist Office Manager with the planning and following through the activities related to commencement and other public events for the College. 

At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.