Programs Assistant

Ball State University

Muncie, IN

ID: 7229821 (Ref.No. BSU42041)
Posted: March 18, 2024
Application Deadline: Open Until Filled

Job Description

Provide academic program assistance to administration, faculty, and students by specializing in curriculum implementation and registration processes that maintain efficient functions necessary to achieve the goals and objectives of the department's academic programs.

The Department of Architecture seeks a Programs Assistant to provide academic program assistance to administration, faculty, and students by specializing in curriculum implementation and registration processes that maintain efficient functions necessary to achieve the goals and objectives of the department’s academic programs.

Job Function:

Minimum Education:

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

Preferred Education:

Bachelor's degree or equivalent.

Minimum Experience:

At least one year of administrative office support or related experience.

Preferred Experience:

At least one year of work experience in higher education.

Duties and Responsibilities:

Track student progression through individual curriculum options; notify appropriate advisor of student progression problems; notify students of registration errors related to progression; work closely with student advisors and program directors; prepare graduate student check sheets for program completion confirmation.
Prepare and update loading by faculty and course; advise Chairperson on enrollment status; prepare course registration information; create scheduling spreadsheet to ensure faculty and student schedules don't conflict; provide support for implementation of new academic initiatives and curriculum changes.
Undertake expanding requests to provide documentation and data for various reports (university accreditation digital repository), NAAB, ACSA Guide to Schools, Assessment, College Enrollment Report, Surveys, etc.); support Chairperson and other department administrators regarding accreditation.
Prepare and assist with second year undergraduate and HP minor admissions; Architecture and MSHP graduate admissions; Certificate programs (DDF, HP, HPBD, & SEJ) application materials; expedite notification to applicants of application status. Assist with creating and updating marketing and recruitment materials.
Create and supply course information to faculty and students; includes permission, fee waivers, registrations, add/drop, withdrawals, grade changes, section transfers; create and disseminate mass e-mails to students according to year level and option; provide frontline support for student and parent questions regarding programs, courses, departmental and university procedures.
Undertake expanding curriculum initiative (e.g., Certificate Program, program revisions, tuition waiver exemptions, interdisciplinary "immersive learning" courses and international graduate field students, etc.); attend departmental curriculum meetings and the University Roundtable Marketing and Recruitment meetings; review and update website(s), (SiteCore) verbiage as needed.
Assist with receiving visitors and fielding telephone calls and other correspondence/communication, answer and direct/refer inquiries as necessary. Assist in supporting the efficient operation of the departmental office.
Provide office coverage in the absence of the Administrative Coordinator.
Assist and disseminate student GPA information for scholarship awards; process foundation scholarship authorization forms. Create award certificates for competition ceremonies.
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.

Apply Now