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Secretary to Vice President for Marketing and Communications and Budget Coordinator

Company: Ball State University
Location: Muncie
Posted on: March 14, 2019

Job Description:

SECRETARY TO VICE PRESIDENT FOR MARKETING AND COMMUNICATIONS AND BUDGET COORDINATOR

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POSTING DETAILS

Position Information

POSITION TITLE
Secretary to Vice President for Marketing and Communications and Budget Coordinator

ADDITIONAL INFORMATION

The Secretary to the Vice President for Marketing and Communications and Budget Coordinator is a key function in the Division of Marketing and Communication. This position provides administrative support, budget coordination, processing and recordkeeping, office management, customer service, planning and overall recordkeeping for the Vice President.

GRADE
12

NEW HIRE RATE
19.23

FLSA
Non-Exempt

HRS/WEEK
40

PRE-EMPLOYMENT SCREENING
Requires successful completion of a background check.

POSITION FUNCTION

Perform administrative support, budget coordination, processing and recordkeeping, office management, customer service, planning and overall recordkeeping for the Vice President.

MINIMUM EDUCATION

Associate s degree in secretarial science, office management, or related field or equivalent.

MINIMUM EXPERIENCE

Over three through five years of secretarial experience.

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 experience.

POSITIONS SUPERVISED

None.

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, religion, sex, national origin, age, disability, protected veteran status or any other legally protected status.

EEO/AA Employer/Veterans/Disabled.

ABOUT BALL STATE UNIVERSITY

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 22,000 graduate and undergraduate students enroll in one of 10 academic colleges that offer undergraduate programs, master s, doctoral, certificate, and specialist degrees, with many of them ranking among the best in the nation. Ball State aspires to be the model of the most student-centered and community-engaged of the 21st century public research universities, transforming entrepreneurial learners into impactful leaders committed to improving the quality of life for all.

DEPARTMENT
VP of Marketing and Communications:140010

DEPARTMENT INFORMATION

Duties & Responsibilities

RANKING
1

JOB DUTY

Oversee office assignments/operations; support the VP of Marketing & Communications and the Director of Client Services with budget management needs including assisting with processing purchase requisitions, invoices, and journal vouchers. Other responsibilities include ordering supplies for the division, processing foundation payment requests, payroll documents, and supply requests. This individual 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.

Duties & Responsibilities

RANKING
2

JOB DUTY

Oversee the appointments of the Vice President; arrange meetings with cabinet, deans, and other administrators and professionals. Accept or decline invitations for Vice President.

Duties & Responsibilities

RANKING
3

JOB DUTY

Periodically, manage the front office reception area.

Duties & Responsibilities

RANKING
4

JOB DUTY

Serve as the division s human resource coordinator to initiate and maintain paperwork for new hires, changes in position descriptions and salaries, and all administrative transactions; track, review, and approve bi-weekly absence reports for division personnel.

Duties & Responsibilities

RANKING
5

JOB DUTY

Interpret and communicate division and university policies and procedures to the division while evaluating and recommending changes or revisions of office procedures to ensure quality service for all internal and external university constituents.

Duties & Responsibilities

RANKING
6

JOB DUTY

Assist with processing, transfers of funds and reconciliation of procurement card and other department requests. Maintain all division contracts.

Duties & Responsibilities

RANKING
7

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, expense reimbursements; assist with travel accommodations for visitors to campus.

Duties & Responsibilities

RANKING
8

JOB DUTY

Manage the University Foundation Case Membership and inquiries.

Duties & Responsibilities

RANKING
9

JOB DUTY

Attend, record, and prepare minutes of all Vice Presidential and leadership team meetings as requested or needed.

Duties & Responsibilities

RANKING
10

JOB DUTY

Perform other related duties as assigned.

Duties & Responsibilities

RANKING
11

JOB DUTY

Maintain regular and predictable attendance.

Posting Detail Information

POSTING NUMBER
201900459SF

NUMBER OF VACANCIES
1

DESIRED START DATE
04/15/2019

POSITION END DATE (IF TEMPORARY)

OPEN DATE
03/06/2019

CLOSE DATE
03/16/2019

OPEN UNTIL FILLED
No

SPECIAL INSTRUCTIONS SUMMARY

SUPPLEMENTAL QUESTIONS

Required fields are indicated with an asterisk (*).

APPLICANT DOCUMENTS

REQUIRED DOCUMENTS

* Resume

* Cover Letter

OPTIONAL DOCUMENTS

* Undergraduate Transcripts

* Letter of Recommendation 1

* Letter of Recommendation 2

* Letter of Recommendation 3

Keywords: Ball State University, Muncie , Secretary to Vice President for Marketing and Communications and Budget Coordinator, Advertising , Muncie, Indiana

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