Administrative Assistant to the Associate Dean for Undergraduate and Graduate Studies
Ball State
Muncie, IN
Full-time
Administration / Clerical
Posted on May 16, 2023
Posting Details
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Position Title
Administrative Assistant to the Associate Dean for Undergraduate and Graduate Studies
About this Opportunity
Inclusive Excellence Statement
At Ball State University, inclusiveness and freedom of expression are a part of our enduring values and inform all of our efforts. We encourage applicants to familiarize themselves with our Inclusive Excellence Plan to learn more about our commitment and to identify how you might contribute to these efforts.
Salary Grade
11
Wages Begin At
17.95
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Provide administrative support and assistance to the Associate Dean for Undergraduate and Graduate Studies. Assist the Accreditation and Assessment Coordinator and Director of edTPA providing general clerical support.
Minimum Education
Associate's degree from accredited institution or equivalent.
Minimum Experience
At least one year of related experience.
Minimum Other
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Bachelor's degree.
Preferred Experience
Experience in an academic office.
Preferred Other
Position Title(s) Supervised
Advising and Recruiting Center Secretary and Receptionist
EEO Statement
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.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 22,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 120 undergraduate programs. We offer more than 140 master's, doctoral, certificate, and specialist degrees, with many of them ranking 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.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
TC Deans Office:800010
Department Information
Department Email or Phone Number
stancock@bsu.edu
Duties & Responsibilities
Ranking
1
Job Duty
Provide administrative support and assistance to the Associate Dean for Undergraduate and Graduate Studies. Responsibilities include managing the Associate Dean's calendar; processing mail; maintaining files; making travel arrangements, preparing travel authorizations and reimbursements; coordinating committee meetings; preparing meeting materials; answering phones and greeting guests; obtaining, calculating, aggregating, and presenting data on spreadsheets and in PowerPoint utilizing Argos, Tableau, Banner, and many of its modules to obtain student information, course/major enrollments, etc.; writing, reviewing, and proofing a variety of correspondence and preparing professional reports.
Ranking
2
Job Duty
Assist the Associate Dean is all areas of grant management, including budgeting, record keeping, communication with school and community partners, planning meetings, data collection, and reporting.
Ranking
3
Job Duty
Provide general clerical support/assistance to the Accreditation and Assessment Coordinator and Director of edTPA. This includes writing, reviewing, and proofing a variety of correspondence and reports; making travel arrangements, preparing travel authorizations and reimbursements; coordinating committee meetings; and data entry.
Ranking
4
Job Duty
Coordinate Teachers College graduation ceremonies. Responsibilities include facilitating meetings with the Teachers College Commencement Committee; acting as the liaison between the college and the university commencement office; assembling graduation materials and participants; and maintaining correspondence with students and other commencement committee members as needed.
Ranking
4
Job Duty
Assist with the facilitation of undergraduate and graduate students and/or parents with issues, this includes scheduling meetings with Associate Dean as needed as well as processing Supplemental Grade Change Requests in a timely manner and following up with departments to obtain information needed to process requests.
Ranking
5
Job Duty
Supervise the Advising and Recruiting Center Secretary and Receptionist and provide communication between the Secretary and the Associate Dean.
Ranking
6
Job Duty
Assist the Associate Dean and the chair of the Professional Education Committee (PEC) with scheduling meetings, processing course forms, maintaining a master list for PEC and Program Managers, managing the PEC and professional education course database and providing effective communication on behalf of PEC.
Ranking
7
Job Duty
Assist the Curriculum Committee with setting meetings, organizing new, revised and/or dropped programs and course forms for college review, and routing paperwork for final approval.
Ranking
8
Job Duty
Manage various scholarship processes. This includes, but is not limited to, the Lyell Bussell Memorial Scholarship, Stokes Scholarships, Terhune, Inclusive Excellence, and TC Alumni Scholarship application processes by collecting and reviewing applications, scheduling committee meetings, processing information via BAM system, and updating application materials as needed.
Ranking
9
Job Duty
Coordinate the Dean's Office “Donor Thank You” letters and processes which includes composing letters, tracking donations, etc. in an organized and timely manner.
Ranking
10
Job Duty
Coordinate the Teachers College Dean's List Reception. This includes notifying recipients, creating certificates, and being responsible for all logistics for the event.
Ranking
11
Job Duty
Assist with a variety of special events, including but not limited to recruitment events, Ball State Day at the Statehouse, for the Dean/Office of the Dean. This includes receptions, ceremonies, and special events. Tasks may include reserving event spaces, finalizing event details such as decor, creation of invitations, catering, entertainment, transportation, invitee list, ordering promotional materials, etc.
Ranking
12
Job Duty
Co-Coordinate the “Made to Teach” fall event. This includes being responsible for all logistics for the event.
Ranking
13
Job Duty
Prepare, design, and brand recruiting materials using Canva and other design software.
Ranking
14
Job Duty
Provide backup support to the Office of the Dean in the absence of other staff members, or as needed.
Ranking
15
Job Duty
Perform other related duties as assigned.
Ranking
16
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202301254SF
Number of Vacancies
1
Desired Start Date
06/05/2023
Position End Date (if temporary)
Open Date
05/15/2023
Close Date
05/28/2023
Open Until Filled
No
Special Instructions Summary
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Position Title
Administrative Assistant to the Associate Dean for Undergraduate and Graduate Studies
About this Opportunity
Inclusive Excellence Statement
At Ball State University, inclusiveness and freedom of expression are a part of our enduring values and inform all of our efforts. We encourage applicants to familiarize themselves with our Inclusive Excellence Plan to learn more about our commitment and to identify how you might contribute to these efforts.
Salary Grade
11
Wages Begin At
17.95
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Provide administrative support and assistance to the Associate Dean for Undergraduate and Graduate Studies. Assist the Accreditation and Assessment Coordinator and Director of edTPA providing general clerical support.
Minimum Education
Associate's degree from accredited institution or equivalent.
Minimum Experience
At least one year of related experience.
Minimum Other
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Bachelor's degree.
Preferred Experience
Experience in an academic office.
Preferred Other
Position Title(s) Supervised
Advising and Recruiting Center Secretary and Receptionist
EEO Statement
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.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 22,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 120 undergraduate programs. We offer more than 140 master's, doctoral, certificate, and specialist degrees, with many of them ranking 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.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
TC Deans Office:800010
Department Information
Department Email or Phone Number
stancock@bsu.edu
Duties & Responsibilities
Ranking
1
Job Duty
Provide administrative support and assistance to the Associate Dean for Undergraduate and Graduate Studies. Responsibilities include managing the Associate Dean's calendar; processing mail; maintaining files; making travel arrangements, preparing travel authorizations and reimbursements; coordinating committee meetings; preparing meeting materials; answering phones and greeting guests; obtaining, calculating, aggregating, and presenting data on spreadsheets and in PowerPoint utilizing Argos, Tableau, Banner, and many of its modules to obtain student information, course/major enrollments, etc.; writing, reviewing, and proofing a variety of correspondence and preparing professional reports.
Ranking
2
Job Duty
Assist the Associate Dean is all areas of grant management, including budgeting, record keeping, communication with school and community partners, planning meetings, data collection, and reporting.
Ranking
3
Job Duty
Provide general clerical support/assistance to the Accreditation and Assessment Coordinator and Director of edTPA. This includes writing, reviewing, and proofing a variety of correspondence and reports; making travel arrangements, preparing travel authorizations and reimbursements; coordinating committee meetings; and data entry.
Ranking
4
Job Duty
Coordinate Teachers College graduation ceremonies. Responsibilities include facilitating meetings with the Teachers College Commencement Committee; acting as the liaison between the college and the university commencement office; assembling graduation materials and participants; and maintaining correspondence with students and other commencement committee members as needed.
Ranking
4
Job Duty
Assist with the facilitation of undergraduate and graduate students and/or parents with issues, this includes scheduling meetings with Associate Dean as needed as well as processing Supplemental Grade Change Requests in a timely manner and following up with departments to obtain information needed to process requests.
Ranking
5
Job Duty
Supervise the Advising and Recruiting Center Secretary and Receptionist and provide communication between the Secretary and the Associate Dean.
Ranking
6
Job Duty
Assist the Associate Dean and the chair of the Professional Education Committee (PEC) with scheduling meetings, processing course forms, maintaining a master list for PEC and Program Managers, managing the PEC and professional education course database and providing effective communication on behalf of PEC.
Ranking
7
Job Duty
Assist the Curriculum Committee with setting meetings, organizing new, revised and/or dropped programs and course forms for college review, and routing paperwork for final approval.
Ranking
8
Job Duty
Manage various scholarship processes. This includes, but is not limited to, the Lyell Bussell Memorial Scholarship, Stokes Scholarships, Terhune, Inclusive Excellence, and TC Alumni Scholarship application processes by collecting and reviewing applications, scheduling committee meetings, processing information via BAM system, and updating application materials as needed.
Ranking
9
Job Duty
Coordinate the Dean's Office “Donor Thank You” letters and processes which includes composing letters, tracking donations, etc. in an organized and timely manner.
Ranking
10
Job Duty
Coordinate the Teachers College Dean's List Reception. This includes notifying recipients, creating certificates, and being responsible for all logistics for the event.
Ranking
11
Job Duty
Assist with a variety of special events, including but not limited to recruitment events, Ball State Day at the Statehouse, for the Dean/Office of the Dean. This includes receptions, ceremonies, and special events. Tasks may include reserving event spaces, finalizing event details such as decor, creation of invitations, catering, entertainment, transportation, invitee list, ordering promotional materials, etc.
Ranking
12
Job Duty
Co-Coordinate the “Made to Teach” fall event. This includes being responsible for all logistics for the event.
Ranking
13
Job Duty
Prepare, design, and brand recruiting materials using Canva and other design software.
Ranking
14
Job Duty
Provide backup support to the Office of the Dean in the absence of other staff members, or as needed.
Ranking
15
Job Duty
Perform other related duties as assigned.
Ranking
16
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202301254SF
Number of Vacancies
1
Desired Start Date
06/05/2023
Position End Date (if temporary)
Open Date
05/15/2023
Close Date
05/28/2023
Open Until Filled
No
Special Instructions Summary
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
- Resume
- Cover Letter
- Undergraduate Transcripts
- Letter of Recommendation 1
