Office Manager and Secretary to Deans

Ball State University

Muncie, IN

ID: 7103714 (Ref.No. BSU31719)
Posted: June 22, 2022
Application Deadline: Open Until Filled

Job Description

Provide secretarial and office management duties in support of the Dean and Associate Dean, College of Architecture and Planning; maintain the business operations of the College and Deans’ office; maintain an efficient office operation; act as a the central figure for the college event and business operations by collecting and disseminating key information, forms, and materials, and maintaining essential communication to insure successful completion; act as the Deans’ office liaison for college personnel and on-and off-campus contacts.

Job Function:

Provide secretarial and office management duties in support of the Dean and Associate Dean, College of Architecture and Planning; maintain the business operations of the College and Deans’ office; maintain an efficient office operation; act as a the central figure for the college event and business operations by collecting and disseminating key information, forms, and materials, and maintaining essential communication to insure successful completion; act as the Deans’ office liaison for college personnel and on-and off-campus contacts.

Minimum Education:

Associate's degree or equivalent in secretarial science or related field.

Preferred Education:

Bachelor's degree in general business or related field.

Minimum Experience:

Over one through three years of secretarial experience; knowledge of spreadsheets (preferably Excel), word processing, and database management software.

Preferred Experience:

Additional years of secretarial experience.

Duties and Responsibilities:

  • Provide secretarial support to the Dean and Associate Dean, College of Architecture and Planning; including calendars for both group and individual meetings, travel, record keeping, composing and preparing all correspondence, and filing.
  • Maintain efficient and effective workflow for all of the college’s business processes including creating, updating and maintaining digital and paper files for policies, procedures and practices that govern the college. Maintain the college calendar. Serve as liaison to central administration regarding reports, form submittals and related college administration.
  • Coordinate and manage all college functions and special events, luncheons, and dinners as required by the dean; central point of contact for all university catering and support services to insure successful events.
  • Serve as the initial point of contact for the Dean’s office and the central contact and distribution point for external inquiries about the college.
  • Provide secretarial support to the College Leadership Council, College P&T Committee, College Curriculum Committee, and any other College lead committees or task forces; keep accurate minutes, prepare and distribute agendas and minutes, and maintain all committee or task force documentation.
  • Compile and prepare all reports requested by the Deans.
  • Perform office administration duties for the Deans’ office; monitor employee Kronos timekeeping reports, process appropriate EPAFs; liaison with college HR representative; perform receptionist duties, receive visitors and telephone calls, and refer inquires to the appropriate personnel.
  • Coordinate preparation of confidential materials and maintain all confidential files for the College.
  • Coordinate semester room schedules within the college in collaboration with the college Scheduling Specialist.
  • Supervise students in the Deans’ office; includes assigning work and evaluating performance.
  • Coordinate all aspects of searches that involve the Deans.
  • Maintain up-to-date digital skills to meet the expectations of the Deans’ office.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.


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.