Executive Assistant to the Vice President

Ball State University•Muncie, IN

6d•$22 - $24•Onsite

About The Position

This opportunity is a high-level administrative role supporting the Vice President for Business Affairs and Treasurer. The position involves managing calendars, coordinating meetings and events, handling correspondence, tracking projects, and supporting financial and personnel processes. It requires strong organization, communication, discretion, attention to detail, and the ability to prioritize competing responsibilities. Overall, this role provides an opportunity to work closely with senior leadership while helping ensure the Business Affairs office operates efficiently and effectively. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Requirements

Associate’s degree secretarial science or equivalent.
Over three through five years of secretarial or office management experience.
Must hold an Indiana Notary License or be able to secure an Indiana Notary License within 90 days.
Handle confidential and sensitive financial, personnel, operational, facilities, legal, and institutional information with a high degree of discretion. Maintain confidentiality in communications, records, meetings, and interactions with internal and external constituents.

Nice To Haves

Bachelor’s degree.
Knowledge of graphic and spreadsheet software.

Responsibilities

Serve as the primary administrative coordinator and communicator for the Vice President of Business Affairs, exercising sound judgment, professionalism, discretion, and confidentiality in all interactions and responsibilities.
Maintain the Vice President’s daily calendar; schedule, coordinate, and confirm meetings with university leadership, cabinet members, deans, department heads, faculty, staff, external partners, and other stakeholders. Evaluate meeting requests and prioritize commitments based on urgency and organizational needs. Compose, edit, proofread, and distribute correspondence, reports, memoranda, presentations, and other documents.
Prepare agendas, background materials, reports, presentations, and other supporting documentation for meetings. Ensure the Vice President has the appropriate information and materials in advance and track follow-up items and commitments resulting from meetings. Plan and coordinate meetings, retreats, conferences, special events, presentations, and other activities sponsored or supported by the Office of Business Affairs.
Monitor the flow of projects, correspondence, requests, and other information through the Office of Business Affairs. Review, organize, and route information to appropriate personnel; assemble related information to facilitate timely decisions and ensure projects and assignments receive appropriate attention.
Serve as a central point of contact for the Vice President’s office and collaborate effectively with senior administrators, Business Affairs personnel, other university offices, faculty, staff, students, vendors, government and community representatives, and members of the public.
Provide administrative support for financial activities within the Vice President’s area of responsibility, including purchase requisitions, invoices, journal vouchers, payment requests, procurement transactions, foundation payments, travel, review monthly statements and invoices, and other financial documentation. Review materials for completeness and accuracy and route items for appropriate approval.
Arrange travel for the Vice President and designated leadership personnel, including travel authorizations, registrations, lodging, transportation, vehicle requests, and expense reimbursements. Ensure travel documentation is complete, accurate, and processed in a timely manner.
Assist the Vice President with the coordination and administrative tracking of facilities, space, maintenance, capital, operational, and other business-related initiatives. Gather information, organize documentation, monitor deadlines, and facilitate communication among departments and stakeholders.
Maintain tracking systems for projects, action items, deadlines, approvals, and other assignments. Follow up with appropriate personnel as needed to facilitate completion and keep the Vice President informed of outstanding matters.
Assist with administrative aspects of recruitment, position postings, position descriptions, onboarding, personnel documentation, employee records, payroll-related documents, personnel action forms, and other employment processes as assigned. Maintain appropriate personnel files and protect confidential employee information.
Receive and respond appropriately to telephone calls, correspondence, visitors, and inquiries. Provide general information regarding established university policies and procedures and direct specialized questions to the appropriate personnel while maintaining professionalism and confidentiality.
Ensure appropriate office coverage, including use of student staff, and continuity of administrative support. Coordinate with other administrative personnel regarding schedules, absences, workload distribution, and backup coverage.
Monitor office supplies, equipment, forms, and other administrative resources; place orders as necessary; maintain organized workspaces and administrative systems; and identify opportunities to improve office efficiency and effectiveness.
Identify opportunities to improve administrative processes, information management, communication, and workflow. Learn and utilize new software, electronic forms, financial systems, document-management tools, and other technologies to increase efficiency, accuracy, and productivity.
Perform notary services and other specialized administrative functions for the University as authorized and needed.
Establish priorities, resolve routine administrative issues, anticipate the needs of the Vice President and the office, and determine appropriate courses of action while recognizing matters requiring escalation or executive attention. Maintain a high level of accuracy and organization when managing calendars, financial transactions, records, correspondence, meetings, deadlines, and confidential information. Establish and maintain effective working relationships across all levels of the University and with external constituents.
Perform other duties and special projects as assigned in support of the Vice President, the Office of Business Affairs, and the overall mission and strategic priorities of the University.
Maintain regular and predictable attendance and be available during established working hours to ensure continuity of executive and administrative support.

Benefits

paid 10 to 24 vacation days
12 sick days
10 holidays a year
paid parental leave (6 weeks)
affordable health and dental insurance
robust long-term disability and life insurance plans
a range of retirement benefits
90 percent of your child's (or children's) undergraduate college tuition at Ball State
100 percent of the tuition costs for you to earn your undergraduate degree
80 percent of your graduate tuition