Executive Assistant to Vice President for Enrollment Planning and Management
Ball State
Muncie, IN
Full-time
Management
Posted on April 26, 2024
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
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Executive Assistant to Vice President for Enrollment Planning and Management
About this Opportunity
Ball State University welcomes applications for our Executive Assistant to the Vice President for Enrollment Planning and Management. This is an opportunity to join a dynamic, energetic, and innovative division. This position plays an important role in supporting the VP by managing the division budget, coordinating division events, and maintain the VPs calendar.
Our Statement on Inclusiveness
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 excellenceand freedom of expression.
Salary Grade
12
Wages Begin At
19.85
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Provide administrative support to the Vice President for Enrollment Planning and Management in support of goals and assignments for the division; including budget coordination, processing and record-keeping, office management, customer service, generating data reports, and coordinator of events and other functions of the Vice President's office.
Minimum Education
Associate's degree in office administration or related field or equivalent.
Minimum Experience
Over three through five years of administrative experience.
Minimum Other
Experience working with Microsoft Office applications; strong oral and written communication skills; strong client service skills; ability to handle confidentiality and sensitive situations.
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 in office administration or related field.
Preferred Experience
Additional years of office administration in a university setting.
Preferred Other
Budget experience.
Position Title(s) Supervised
Students.
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 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.
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
Office of VP Enrollment Planning and Management:155010
Department Information
Department Email or Phone Number
765-285-5344
Duties & Responsibilities
Ranking
1
Job Duty
Provide administrative support to the VP for Enrollment Planning and Management with budget management needs of the division including assisting with processing purchase requisitions; invoices, and journal vouchers. Other responsibilities include ordering supplies, processing foundation payment requests, payroll documents and supply requests.
Ranking
2
Job Duty
Schedule meetings and maintain daily calendar for the Vice President; arrange meetings with cabinet, division leadership, deans, and other administrators and professionals. Accept or decline invitations for the Vice President. Will also assist the VP with preparing for weekly meetings including preparing agendas, taking minutes of meetings, and setting up key meetings for the VP.
Ranking
3
Job Duty
Submit journal vouchers and approve JV's for the division; track spending and discuss budgeted expenditures; monitor budgets of all areas in the division and maintain appropriate records; approve travel for all division leadership and all FOAP's within the division using Chrome River; Monitor the Procurement Card for the VP, reconcile and load appropriate procurement card documentation in BDM; view/access appropriate screens in Banner to perform functions related to these job duties.
Ranking
4
Job Duty
Coordinate travel arrangements for the Vice President and Division Leadership Team for university business and national and professional conferences; prepare travel authorizations, vehicle requests, registrations, and expense reimbursements.
Ranking
5
Job Duty
Assist with job postings, position descriptions, hiring process and data entry of employee records in the University's Talent Management System (TMS). Create personnel files for new division employees and maintain active personnel files. Create Electronic Personnel Action Forms (EPAFs) for new employees, terminations, and rate increases.
Ranking
6
Job Duty
Assist VP in research of enrollment policies and trends; benchmarking Ball State practices against other Indiana public institutions via website reviews.
Ranking
7
Job Duty
Manage the Enrollment Planning & Management Leadership absence calendar to assist in verifying timekeeping records for sign-off in the payroll management system, UKG (Kronos).
Ranking
8
Job Duty
Answer incoming telephone calls; forward messages; greet visitors to the Office; includes answer routine questions; provide general information about established procedures and policies; direct other questions to appropriate personnel; interact with individuals both internal and external to the university while always maintaining confidentiality. Review and route mail and other information to the appropriate personnel.
Ranking
10
Job Duty
Supervise student staff; assign and review work; oversee the training, evaluation, and discipline of student staff.
Ranking
11
Job Duty
Perform other related duties as assigned.
Ranking
12
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401463SF
Number of Vacancies
1
Desired Start Date
05/27/2024
Position End Date (if temporary)
Open Date
04/25/2024
Close Date
05/07/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
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
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Executive Assistant to Vice President for Enrollment Planning and Management
About this Opportunity
Ball State University welcomes applications for our Executive Assistant to the Vice President for Enrollment Planning and Management. This is an opportunity to join a dynamic, energetic, and innovative division. This position plays an important role in supporting the VP by managing the division budget, coordinating division events, and maintain the VPs calendar.
Our Statement on Inclusiveness
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 excellenceand freedom of expression.
Salary Grade
12
Wages Begin At
19.85
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Provide administrative support to the Vice President for Enrollment Planning and Management in support of goals and assignments for the division; including budget coordination, processing and record-keeping, office management, customer service, generating data reports, and coordinator of events and other functions of the Vice President's office.
Minimum Education
Associate's degree in office administration or related field or equivalent.
Minimum Experience
Over three through five years of administrative experience.
Minimum Other
Experience working with Microsoft Office applications; strong oral and written communication skills; strong client service skills; ability to handle confidentiality and sensitive situations.
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 in office administration or related field.
Preferred Experience
Additional years of office administration in a university setting.
Preferred Other
Budget experience.
Position Title(s) Supervised
Students.
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 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.
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
Office of VP Enrollment Planning and Management:155010
Department Information
Department Email or Phone Number
765-285-5344
Duties & Responsibilities
Ranking
1
Job Duty
Provide administrative support to the VP for Enrollment Planning and Management with budget management needs of the division including assisting with processing purchase requisitions; invoices, and journal vouchers. Other responsibilities include ordering supplies, processing foundation payment requests, payroll documents and supply requests.
Ranking
2
Job Duty
Schedule meetings and maintain daily calendar for the Vice President; arrange meetings with cabinet, division leadership, deans, and other administrators and professionals. Accept or decline invitations for the Vice President. Will also assist the VP with preparing for weekly meetings including preparing agendas, taking minutes of meetings, and setting up key meetings for the VP.
Ranking
3
Job Duty
Submit journal vouchers and approve JV's for the division; track spending and discuss budgeted expenditures; monitor budgets of all areas in the division and maintain appropriate records; approve travel for all division leadership and all FOAP's within the division using Chrome River; Monitor the Procurement Card for the VP, reconcile and load appropriate procurement card documentation in BDM; view/access appropriate screens in Banner to perform functions related to these job duties.
Ranking
4
Job Duty
Coordinate travel arrangements for the Vice President and Division Leadership Team for university business and national and professional conferences; prepare travel authorizations, vehicle requests, registrations, and expense reimbursements.
Ranking
5
Job Duty
Assist with job postings, position descriptions, hiring process and data entry of employee records in the University's Talent Management System (TMS). Create personnel files for new division employees and maintain active personnel files. Create Electronic Personnel Action Forms (EPAFs) for new employees, terminations, and rate increases.
Ranking
6
Job Duty
Assist VP in research of enrollment policies and trends; benchmarking Ball State practices against other Indiana public institutions via website reviews.
Ranking
7
Job Duty
Manage the Enrollment Planning & Management Leadership absence calendar to assist in verifying timekeeping records for sign-off in the payroll management system, UKG (Kronos).
Ranking
8
Job Duty
Answer incoming telephone calls; forward messages; greet visitors to the Office; includes answer routine questions; provide general information about established procedures and policies; direct other questions to appropriate personnel; interact with individuals both internal and external to the university while always maintaining confidentiality. Review and route mail and other information to the appropriate personnel.
Ranking
10
Job Duty
Supervise student staff; assign and review work; oversee the training, evaluation, and discipline of student staff.
Ranking
11
Job Duty
Perform other related duties as assigned.
Ranking
12
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401463SF
Number of Vacancies
1
Desired Start Date
05/27/2024
Position End Date (if temporary)
Open Date
04/25/2024
Close Date
05/07/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
- Resume
- Cover Letter
- Undergraduate Transcripts
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