Executive Coordinator and Secretary for University Governance

Ball State University

Muncie, IN

ID: 7107409 (Ref.No. BSU32530)
Posted: August 5, 2022
Application Deadline: Open Until Filled

Job Description

In consultation with governance leadership, arrange and coordinate governance calendar and governance meetings. Create agendas, including materials, and record minutes for University Senate, Senate Agenda Committee, Governance and Elections Committee, Faculty Council, Professional Personnel Council, and special ad hoc committees.

The Executive Coordinator and Secretary for University Governance plays a crucial role in assisting the officers in Faculty Council and University Senate to keep governance functioning smoothly. This would be a great opportunity for someone who is interested in governance, politics, the functions of higher education and upper administration, or Communications. If you are detail-oriented, have strong communication skills, and are interested in meeting faculty, professional staff, and administrators across campus, this could be your dream job!

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:

Minimum Education:

Associate’s degree or:
1. An equivalent combination of two years of education and related experience in office administration/secretarial work or related field OR
2. Two years of related experience in office administration/secretarial work, or related field.

Preferred Education:

Bachelor's degree.

Minimum Experience:

At least one year of of office administration/secretarial experience; experience with Microsoft Office; must be able to work independently; must have strong written and oral communication skills; must have strong organizational skills and a keen attention to detail.

Preferred Experience:

Background in an academic administrative area; familiarity with Banner; web page creation and maintenance experience.

Duties and Responsibilities:

Attend Governance meetings; e.g., University Senate, Senate Agenda Committee, Governance and Elections Committee, Faculty Council, University Council, Campus Council, as well as any special ad hoc committees as assigned. Discuss agendas with Chair/Vice-Char of each Council to review agendas and materials.
Arrange and coordinate Governance calendar and meetings. Create agendas including materials and record minutes for University Senate, Senate Agenda Committee, Governance and Elections Committee, Faculty Council, Professional Personnel Council, and other task forces and ad hoc committees as assigned.
Distribute documents for University Senate, Senate Agenda Committee, Governance and Elections Committee, Faculty Council, Professional Personnel Council, e.g, agendas including materials, minutes, calendars, correspondence, etc. Maintain and file agendas, minutes, reports, forms, correspondence, requirements for elections, roll call, and membership lists, etc.
Update and oversee websites for University Senate and Governance committees to ensure correct and helpful information is disseminated Update the Faculty and Professional Personnel Handbook. Provide Professional development for general governance information and training for faculty and staff.
Generate Preference Poll and arrange distribution with Marketing and Communications. Prepare poll information for Council Chairs and assist with Committee appointments. Communicate in effective ways with the University Community about events and information related to governance issues. Build relationships across campus to ensure faculty and staff are engaged in a variety of university operations.
Oversee the governance elections process to ensure vacancies are filled, including: generate and distribute college election forms for University Senate and college-appointed committee memberships to all college Deans; oversee the academic department election forms for the Faculty Council elections; Generate and distribute professional divisions Professional Personnel Council election forms to all professional divisions; provide list of all student-related vacancies to the Student Government asking for appointments; advise colleges and departments on best practices related to elections.
Monitor and ensure progress of all committees, including a primary calendar and attendance sheets, and receive annual reports. Inform councils and committees of latest membership rosters and provide lists of expectations for committee work (ie, meet to establish Chair and Secretary, record minutes of meetings and provide copy to Senate office, submit final summary report and end of governance year to Senate office, etc.) Create and distribute appointment letters. Update the governance website with membership lists for Senate, Councils, and committees.
Prepare motions and action items for President's review and Board of Trustees action as needed. Assist Senate Chair with reports to Board of Trustees.
Perform other related duties as assigned.
Maintain regular and predictable attendance.
Maintain physical and digital records of action on all agenda items and all permanent University Senate, council and committee agendas and minutes. Ensure digital records and searchable and publicly accessible.
Provide additional secretarial and governance support for the Vice Provost of Academic Affairs office as appropriate.
Conduct research requests for information in permanent archives by faculty, staff, and administration.

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.

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