Job Function:

Minimum Education:

Minimum Experience:

Preferred Experience:

Duties and Responsibilities:

• Provide administrative support to the VP for Student Affairs (VPSA); manage calendar; schedule regular and group meetings with direct reports; schedule all walk-in and emergency meetings; reserve meeting rooms; arrange travel and prepare and process travel paperwork; process purchasing for the area and serve as proxy for VP on purchasing approvals; make arrangements for events sponsored by the office including ordering meals, scheduling rooms, and preparing invitations; compose and type correspondence and assist in preparing materials to be used by the VP in university meetings and community presentations; maintain files and process paperwork for forms that require the VP's signature; attend meetings to record minutes as requested; type and upload minutes to electronic filing system.
• Provide administrative support for the Assistant VP for Student Affairs (AVP); manage calendar; schedule regular and group meetings with direct reports; schedule all walk-in and emergency meetings; reserve meeting rooms; arrange travel and prepare and process travel paperwork; process purchasing for the area and serve as proxy for AVP on purchasing approvals; make arrangements for events sponsored by the office including ordering meals, scheduling rooms, and preparing invitations; compose and type correspondence and assist in preparing all materials to be used by the AVP in university meetings and community presentations; maintain files and process paperwork for forms that require the AVP’s signature.
• Provide administrative support to the Parents and Families Advisory Council (PFAC) chaired by the VP for Student Affairs; schedule fall and spring meetings which includes a reception and dinner; arrange blocks of rooms at local hotels; send invitations and record RSVP information; work with Banquet and Catering on menus; provide suggested agenda to VP based on information from previous meeting minutes and suggestions from PFAC and Ball State administrators; prepare materials for meetings; arrange for gifts for incoming and outgoing PFAC members; attend PFAC meetings and take minutes; respond on a regular basis to questions from PFAC members; assist in the selection process for PFAC; prepare summer mailing sent to parents of registered and in-good-standing sophomores inviting them to apply to serve on PFAC; order postcards; receive applications; schedule, attend and participate in selection meeting; create and send letters to all applicants indicating if selected or denied; update PFAC website; order PFAC giveaways and monitor inventory.
• Submit journal vouchers (JVs) and approve JVs, reconcile budgets for VPSA Foundation accounts and other VPSA university accounts; track spending and discuss budgeted expenditures; monitor budget and maintain appropriate records; reconcile and load appropriate procurement card documentation in BDM; view/access appropriate screens in Banner to perform functions related to these job duties; approve travel for all travelers and all FOAPs within the division using Chrome River.
• Coordinate and administer Interview Day for SAAHE graduate program applicants for the academic program and assistantships; create interview signup sheets for applicants to schedule assistantship interviews; create interview schedules for faculty ; create, update, proof, and oversee all materials used and distributed on Interview Day; schedule alternate interviews (virtual) as directed by the program director with faculty and GA supervisor for applicants not able to come to Interview day; monitor assistantship acceptance and report to program director and VPSA.
• Respond to inquiries from the public and students who contact the Student Affairs Central Office; make appropriate referrals. Provide support to other offices within the division and work collaboratively with others across the university.
• Provide administrative support for John R. Emens Outstanding Senior award; update website, ensure application and dates are correct in form submission portal; coordinate advertisement; schedule committee meetings and presentations for finalists; and correspond with all applicants.
• Perform other related duties as assigned.
• Maintain regular and predictable attendance.
• Monthly, prepare donor letters and send them out either by email or USPS mail. Send donor reports to designated administrative staff in each unit.
• Supervise student staff; assign and review work; oversee the training, evaluation, and discipline of student staff.