Administrative Coordinator and Secretary for University Governance

Ball State University•Muncie, IN

1d•$17 - $18•Onsite

About The Position

The Office of the Vice Provost for Academic Affairs is searching for an enthusiastic and detail-oriented person to join our team. Collaborating with the elected University governance officers, this position is responsible for coordinating governance operations and supporting a transparent, flexible, responsive, and efficient governance system, as well as providing administrative support for the Office of the Vice Provost. Our unit is committed to maintaining a positive and collaborative work environment, where your success is supported. This is a full-time opportunity that comes with a great benefits package, including generous paid time off and 10 paid holidays, University-funded retirement programs, medical and prescription plans, dental, flexible spending and health savings accounts, tuition discounts, and much more! Come be a part of our team! This position requires a full-time on-campus presence. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Requirements

Associate’s degree or one of the following:
An equivalent combination of two years of education and related experience in office administration/secretarial work or related field OR
Two years of related experience in office administration/secretarial work, or related field.
At least one year of office administration/secretarial experience; proficiency with Microsoft Office applications; must have strong written and oral communication skills; must have strong organizational skills and a keen attention to detail; ability to manage multiple tasks, meet deadlines, and work independently with minimal supervision

Nice To Haves

Bachelor’s degree.
Knowledge of university governance structures, policies, and procedures
Experience working in an academic, governance, or higher education environment
Familiarity with Banner, Canvas, and/or Qualtrics
Experience with web page creation and maintenance

Responsibilities

Coordinate governance operations: in consultation with governance leadership and the VPAA office, plan and organize meetings, calendars, and logistics for University Senate, Senate Agenda Committee, Governance and Elections Committee, Faculty Council, Professional Personnel Council, and other governance committees as well as assigned ad hoc committees.
Prepare and manage documentation: in consultation with governance leadership and the VPAA office, prepare and distribute agendas and meeting materials; collective and maintain physical and digital records of agenda items, minutes, reports, memberships lists, and other governance records as directed; ensure digital records and searchable and accessible as appropriate.
Provide logistics support: attend meetings and provide logistical support for the University Senate, Senate Agenda Committee, Governance and Elections Committee, Faculty Council, Professional Personnel Council, and other assigned committees, including preparing meeting rooms, setting up technology, and assisting Council and/or committee leaders as needed. Oversee the Governance email account and respond promptly to any inquiries.
Maintain governance websites and Handbook: update and oversee University Senate and committee websites and shared information/training sites; ensure the Faculty and Professional Handbook is accurate and current and that it provides guidance and information on University policy as approved by Board action.
Administer Governance elections and support committee operations: manage faculty and professional personnel election and appointment processes; collaborate with colleges, departments, and Student Government leadership to ensure vacancies are filled and procedures are followed. Track membership, attendance and annual reports for governance committees; distribute appointment letters; ensure committees fulfill required reporting and documentation.
Facilitate communication and engagement: generate and distribute preference polls, announcements, and governance updates; build positive relationships to foster campus-wide participation in shared governance. Assist with Executive Reporting as requested, including monitoring paperwork and workflow of all governance actions, preparing summaries for presidential and Board of Trustees review, and assisting the Senate Chair in preparing reports.
Provide support for professional development: coordinate and support professional development opportunities that enhance faculty and staff understanding of university governance and shared decision-making. Assist in the planning and implementation of professional development events and special projects that advance the university's strategic goals, including New Faculty Orientation, as directed.
Provide administrative support to the Director of the University Core Curriculum as directed, including updating the Core Curriculum website and other Core Curriculum workflow and digital materials; providing support for programming, professional development, and student success activities related to the Core Curriculum; designing materials for admissions, advisors, and faculty in support of the Core Curriculum; and attending meetings, taking minutes, and organizing information for the Director.
Provide additional secretarial and governance support for the Vice Provost of Academic Affairs office as appropriate.
Perform other related duties as assigned.
Maintain regular and predictable attendance.

Benefits

generous paid time off and 10 paid holidays
University-funded retirement programs
medical and prescription plans
dental
flexible spending and health savings accounts
tuition discounts
paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year
paid parental leave (6 weeks)
affordable health and dental insurance
robust long-term disability and life insurance plans
retirement benefits
cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State
cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition
Health Savings Account