Secretary to the Graduate Programs Director

Ball State University • Muncie, IN

4d • $15 - $16

About The Position

The Department of English is hiring a Secretary to the Graduate Programs Director to provide administrative support, maintain and organize student files, and respond to or appropriately redirect inquiries about graduate courses and programs. The role supports student admissions and enrollment records, advising and registration processes, program paperwork, communications, meetings, examinations, recruitment, and departmental events.

The position requires at least 18 months of education or training beyond high school (or equivalent) from an accredited institution and one year of office or related experience. An associate’s degree, at least three years of office or related experience, experience with database and word processing software, and proficiency in InDesign are preferred. Applicants must have current authorization to work in the United States without employer sponsorship.

Requirements

• At least 18 months of education or training beyond high school, or equivalent, from an accredited institution.
• One year of office or related experience.
• Current authorization to be employed in the United States without employer sponsorship.

Nice To Haves

• Associate’s degree.
• At least three years of office or related experience.
• Related experience with database and word processing software.
• Proficiency in InDesign.

Responsibilities

• Update, maintain, organize, and distribute files for prospective applicants and graduate and undergraduate students; use databases to maintain accurate admission and enrollment records and distribute materials to directors, advisors, and admission committees.
• Assist graduate students and advisors with course registration, program questions, deadlines, and procedures; maintain degree progress in Stellic and coordinate course permissions with the Schedule Specialist for entry into Banner.
• Prepare and maintain Graduate School and International Programs paperwork; coordinate personnel forms, signatures, and approvals related to graduate assistantships and stipends.
• Assist with preparing program information for graduate and undergraduate catalogs and with program and course curriculum changes and postings.
• Draft and deliver correspondence, schedule appointments, maintain office operations, direct incoming inquiries when the Director is away, update mailing lists, and reserve meeting rooms.
• Prepare paperwork for English Programs Committee meetings and record and type meeting minutes.
• Organize doctoral comprehensive examinations and defenses by arranging times, rooms, computers, and other resources.
• Help draft, proofread, update, and distribute graduate and undergraduate recruitment materials, and coordinate prospective student visits.
• Help promote and prepare materials for events such as new student orientations and departmental awards ceremonies.
• Prepare or process program paperwork, including graduate faculty status applications, course add/drop forms, independent study requests, graduate projects, and undergraduate enrollments in graduate-level courses.
• Direct students and advisors to appropriate campus resources, including International Programs, the Graduate School, and the Dean’s Office.
• Perform other related duties as assigned.

Benefits

• Health care and dental insurance.
• Retirement plans and benefits.
• Tuition assistance for employees and dependents, including tuition coverage for undergraduate and graduate study.
• Paid vacation: 10 to 24 days per year.
• 12 paid sick days per year.
• 10 paid holidays per year.
• Six weeks of paid parental leave.
• Long-term disability insurance.
• Life insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree