Office Manager and Secretary to Deans

Ball State University is currently accepting applications for Office Manager and Secretary to Deans.

At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define 'inclusiveness' as a commitment 'to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellence and freedom of expression.

Provide comprehensive administrative and office management support to the Dean and Associate Dean of the Estopinal College of Architecture and Planning. Oversee and ensure the smooth operation of business functions within the College between departments, the Deans' office, and University offices, maintaining an organized and efficient workflow. Serve as the central point of contact for college events and business operations, coordinating the collection, dissemination, and tracking of essential information, forms, and materials to facilitate seamless communication and successful project execution. Act as a key liaison between the Deans' office, college personnel, and both on- and off-campus stakeholders, ensuring clear and effective communication to support the college's mission and objectives.

Associate's degree in secretarial science, business administration, office management or a related field, or an additional two years of related experience will be accepted in lieu of an associate's degree.

One year of receptionist and/or office experience.

Knowledge of office software (including but not limited to word processing, spreadsheets, calendar management, etc.)

Demonstrate a high level of confidentiality and accountability, taking ownership of tasks from initiation to completion, ensuring that all responsibilities are carried out accurately and in a timely manner.

Demonstrate strong organizational skills and attention to detail, ensuring that all monthly reporting deadlines are consistently met

Bachelor's degree in general business or related field.

Additional years of office management experience.

Graduate assistants and student employees.

Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.

Provide administrative support for the Dean and Associate Dean of the College of Architecture and Planning; attend meetings as required by the Dean and/or Assoc. Dean; prepare meeting minutes as needed; maintain proper record keeping of all necessary office documentation including confidential files. Manage the Dean and Associate Dean's calendars and set appointments and arrange meetings as needed. Facilitate on-time workflow of college's annual policy + procedure updates (Promotion & Tenure, Salary processes, etc.) from departments to college to Provost's office; take a proactive role in organizing and prioritizing projects, while addressing a diverse range of issues with creative problem-solving and attention to detail.

Serve as the initial point of contact for the Dean's office by greeting visitors, answering phones and taking messages, referring inquires to the appropriate college personnel, sorting and distributing college mail, composing email correspondence for college as needed while maintaining the office's welcoming atmosphere and organized environment.

Coordinate and manage college special events, college faculty/staff functions, luncheons, and dinners. Serve as liaison and coordinator for the Dean's Executive Advisory Board activities including bi-annual on-site meetings and annual alumni awards banquet. Tasks include but are not limited to reserving event spaces, initiating and being the point of contact for all University catering, organizing and tracking the invitee list, managing entertainment, equipment, promotional materials, etc. for all events.

Provide secretarial support for college meetings as needed including College Leadership Council, College P&T Committee, College Curriculum Committee, and any other College lead committees or taskforces; keep accurate minutes, prepare and distribute agendas and minutes, and maintain all committee or task force documentation.

Manage AB room reservations for the college and coordinate semester room schedules with the college scheduling specialist.

Liaise with HR partner as needed to facilitate searches for college hires - students, staff and professional staff. Process appropriate EPAFs for college-level hires (students, GA's, stipends). Serve as the UKG back-up approver for the college; review, verify, and process Kronos adjustment forms, and approve timesheets for college graduate assistants, staff, and student employees to ensure payroll is signed off in a timely manner .

Supervise student employees assigned to the Dean's Office - interview, hire, train, oversee assigned tasks, and annually evaluate Dean's office student hires. When possible, support the hiring and onboarding processes (job advertisement with Student Employment Office, interview coordination, EPAFs, training organization) for ALL college unit student hires including fab labs, wood shop, and Communications Resource Center.

Maintain expertise with current technologies (video conference set-up and scheduling, Microsoft outlook scheduling, and other work-related digital competencies).

Provide comprehensive travel support for the Dean, Assoc. Dean, CERES Director, IDIA Director, and CAP Fabrication Lab Director including coordinating travel arrangements, processing travel authorizations and reimbursements via ChromeRiver and/or Egencia and manage University vehicle requests as necessary. Comprehend and uphold the BSU travel policies and procedures. May periodically provide comprehensive travel support for college faculty during special events and field trips as directed by the Dean.

Maintain, monitor, and facilitate all purchases, repairs, functions for office equipment; oversee keeping track of/re-ordering office supplies and materials inventory; enter, assist with coordination of and follow-up on all physical plant work orders.

Oversee and manage the department's procurement card (P-card), ensuring accurate tracking of usage and compliance with University policies. Prepare and complete monthly journal vouchers, ensuring all expenses are documented and reconciled in a timely manner. Upload all required documentation to the appropriate systems, ensuring proper storage and accessibility for auditing and reporting purposes. Maintain detailed records of P-card usage, and proactively follow up with cardholders to ensure receipts are collected promptly, meeting monthly reporting deadlines with accurate submissions. Manage vendor payments and staff/faculty reimbursements via SciQuest. Collect and review supporting documentation, including invoices and receipts, and ensure that all paperwork is complete and accurate before processing. Verify financial information with the College Budget Director and adhere to Accounts Payable policies and procedures. Track payment status and communicate proactively to resolve any discrepancies or delays.

Maintain regular and predictable attendance.

Perform other related duties as assigned.

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experience align with the elements of the position description (or leadership profile). In your cover letter, please select one of our enduring values and describe how you have demonstrated a commitment to that value in your professional endeavors.