Secretary

Ball State University

Muncie, IN

ID: 7104238 (Ref.No. BSU31835)
Posted: June 29, 2022
Application Deadline: Open Until Filled

Job Description

Provide administrative and office organization support for the CASD (Center for Autism Spectrum Disorders).

Job Function:

Provide administrative and office organization support for the CASD (Center for Autism Spectrum Disorders).

Minimum Education:

Up to eighteen months of education or training beyond high school in business, management, education or related field or equivalent.

Minimum Experience:

1-3 years of related experience; excellent communication skills; working knowledge of word processing software.

Preferred Experience:

Knowledge of university operations and software (e.g. Banner) and experience working with individuals with disabilities, such as autism.

Duties and Responsibilities:

  • Manage the office and use of equipment and supplies; ensure working equipment; maintain appropriate levels of office supplies; ensure renewal dates for equipment, contracts, software licenses, or other materials are met. Ensure equipment and purchases are properly inventoried and tagged upon arrival; maintain records of equipment across CASD projects.
  • Collect fees and maintain financial reports and monthly statistics which includes preparing purchase orders and journal vouchers. Reconcile purchases and budgets for the Center Operations and CASD projects. Provide monthly and annual report summaries of Clinic activities, services provided, and fees collected to the Clinic Director.
  • Provide reception and intake support for the office which includes answering informational questions, documenting names and addresses, completing initial contact forms, and preparing correspondence and clinic brochures for mailing. Answer telephones, screen calls, and direct messages and visitors to the appropriate faculty/project/service.
  • Facilitate communications between CASD faculty, staff, graduate assistants, and student workers; relay changes in center, department, or university procedures; identify appropriate university resources or departments for CASD faculty, staff and students to utilize in meeting CASD project goals and service provision; follow-up on tasks and requests to meet deadlines and ensure responses are made in a timely manner; assist with obtaining updates from CASD projects.
  • Coordinate communications with administrative personnel in the home departments of Center faculty as needed; serve as liaison to other departments of the university including contracts and grants, purchasing and other departments. Maintain database of center, department, university and community contacts, send out CASD updates and information to contacts.
  • Conducting intake interviews with potential clients and making recommendations for referral, therapist assignment, assessment, and treatment. Until the client is accepted by a supervisor/student pair, primary responsibility for information gathering, diagnostic impressions, further client contact, and all related matters regarding that client belongs with the coordinator. Complete client referral intake forms as completely and forward to the Clinic Director.
  • Train and monitor reception area student staff as well as graduate, undergraduate students employed in CASD projects on essential CASD operations and procedures; prepare and maintain training manual; interview and make employment recommendations; conduct training for reception area students; maintain records of training of students in required center, department and university trainings; monitor quality assurance of student work; verify absence reports; maintain personnel files; maintain all information in a confidential manner.
  • Coordinate travel arrangements for the center staff and faculty for university business and national and professional conferences.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Assist with Psychoeducational Diagnostic Intervention Clinic (PDIC) check-ins or other clinic related duties as needed.
  • In conjunction with the Clinic Director, prepare correspondence and presentation materials; schedule events/locations; assist in office publications and reports including creating designs, templates, and editing of reports; keep up to date on University and center procedures and equipment; assist with coordination of maintaining grants awarded; advise the Clinic Director on problems regarding referrals, intakes, assessments, or the use of tests and computers.
  • Develop and maintain a community list of referrals for diagnosis and treatment; maintain therapists’ statistics; review the maintenance of therapists’ files; develop and sustain effective working relationships with other mental health, medical, educational, and law enforcement agencies; serve as a resource person to student clinicians for community referrals.
  • Report to the Clinic Director(s) on all matters that pertain to the operation of the Clinic and assisting the Clinic Director(s) in all activities of the Clinic as determined by the Director.


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.