Secretary to Directors of Writing Program and Writing Center

Ball State University

Muncie, IN

ID: 7107407 (Ref.No. BSU32523)
Posted: August 5, 2022
Application Deadline: Open Until Filled

Job Description

Provide administrative support functions for the Directors and Assistant Directors of both the Writing Program and Writing Center, and to the overall Department of English as needed.

Job Function:

Provide administrative support functions for the Directors and Assistant Directors of both the Writing Program and Writing Center, and to the overall Department of English as needed.

Minimum Education:

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

Preferred Education:

Associate’s degree from an accredited institution with formal training in office management.

Minimum Experience:

Over one year of office or related experience.

Preferred Experience:

At least 3 years of office or related experience.

Related experience with database and office computer applications; supervisory experience.

Duties and Responsibilities:

  • Perform secretarial duties for the Directors and Associate Director(s) of the Writing Program, Writing Center and Assistants to the Director; maintain calendars and/or inboxes; schedule meetings; prepare materials for classes and presentations; maintain files and record systems; as requested, draft and/or deliver correspondence.
  • Serve as receptionist for Writing Program and Writing Center office; provide information regarding curriculum, placement, programs and procedures; schedule appointments for Writing Center tutorials and maintain schedule for Writing Center tutors, direct pertinent queries or concerns to Directors. Produce employee shift reports to track hourly and assistantship student workers and GAs’ attendance. Create and maintain track sheets of interested applicants for Writing Center tutoring positions, collect and distribute application materials as needed. Monitor client report form submissions.
  • Order textbooks for all English Department undergraduate and graduate courses; order and distribute desk copies for faculty; contact textbook representatives to facilitate text reviews/adoptions and coordinate publisher’s representatives’ visits. Work with Bracken Library to ensure up-to-date texts are maintained within Course Reserves. Process requests for non-approved texts for Writing Program courses.
  • Assist in maintaining digital platforms including but not limited to Box (for the collection of departmental syllabi), WordPress (for the Writing Program’s digital text BallPoint), SiteCore (for the department’s directory and websites), Google/Outlook calendars (for departmental events), Google Drive (for online tutoring), MyWCOnline (for Writing Center schedule), etc.
  • Assist in preparation for Writing Program and Writing Center tutor workshops and training sessions, including booking venues, creating materials, obtaining supplies and tracking attendance. Coordinate, advertise and assist with WP and WC events, including orientations, outreach opportunities, open houses and speaker series.
  • Schedule and administer all credit-by-examination tests; distribute completed exams to graders and process results. Assist with the collection and processing of Writing Program-related Academic Ethics policy violations, Course Incomplete requests, and other course or grade issues as relevant to ENG 101, 102, 103, 104 and/or 114 courses.
  • Retrieve and compile relevant records necessary for Directors’ assessment of Writing Program curriculum; supply information necessary for research conducted by Writing Program faculty/graduate students.
  • Assist with first-year GA mentoring logistics, including assigning or recommending assignments of mentor/mentee pairings based on graduate course enrollment and Writing Center assistantship assignments. Collect, duplicate and file teaching observations and annual reports and schedule appointments for mentees, mentors, and Writing Program administration to discuss GA teaching performance. Provide relevant information to the department for the processing of payment for mentor stipends. Maintain confidentiality when filing or distributing materials related to the evaluation of teaching performance.
  • Assist with preparing facilities for Writing Center outreach events and community writing groups, including but not limited to the Faculty Breakfast Club and Just Write Graduate Students. Maintain and report attendance to the Director as requested.
  • Download and/or produce and distribute aggregate data reports on tutor performance and Writing Center usage statistics as requested by the Writing Center Director. Maintain incident reports and follow up with Directors regarding solutions.
  • As directed, assist in the maintenance of Writing Program and Center budget documents, tracking anticipated and actual expenses. Collect and/or distribute Writing Program or Writing Center related travel funding requests and student travel notices, and work with the Department’s Administrative Coordinator to ensure the proper distribution of these awards. Create, process, disseminate and/or additional forms as requested by the Director.
  • Perform other related duties and special projects as assigned.
  • Where appropriate, direct students and/or faculty to relevant resources including, but not limited to the Department main office, Graduate Programs office, classrooms and conference spaces, etc.
  • 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.