Executive Assistant to the Vice President

Ball State University

Muncie, IN

Job posting number: #7090341 (Ref:BSU28548)

Posted: December 8, 2021

Application Deadline: Open Until Filled

Job Description

Provide and oversee administrative and executive secretarial support services for the office of Governmental Relations.

Job Function:

Provide and oversee administrative and executive secretarial support services for the office of Governmental Relations.

Minimum Education:

Associate's degree or equivalent.

Preferred Education:

Bachelor's degree.

Minimum Experience:

Over three through five years of secretarial or office management experience. 

Preferred Experience:

Knowledge of presentation (PowerPoint) and spreadsheet (Excel) software.

Duties and Responsibilities:

  • Serve as general coordinator and communicator for the office of Governmental Relations.
  • Schedule meetings and maintain daily calendar for the office of Governmental Relations; assure that meetings are scheduled in a timely manner and daily calendars are maintained for the office of Governmental Relations.
  • Make sure that the necessary background materials are assembled and available for scheduled meetings including Board items; secretarial duties are performed for the office of Governmental Relations; includes composing correspondence, preparing graphic support materials, making travel arrangements as needed, gathering data and other materials on related projects; maintain and manage filing system (physical and electronic) to include document scanning, archiving of files and document retention schedule tracking.
  • Track project and paper flow through the offices; assemble related information to facilitate attention to tasks in organized fashion; understand relationship of projects and information flow; receive, review and route mail and other information to the appropriate personnel.
  • Handle incoming calls; prepare correspondence, process travel requests and reimbursements, schedule and arrange logistics for meetings; provide information to other vice presidents, deans, department heads, faculty, staff, students, and the general public concerning university policies and procedures.
  • Monitor the Procurement card for the office of Governmental Relations; includes processing requests, receive and process monthly statements from the Accounting Office; review invoices.
  • Prepare and process a variety of payments via SciQuest.
  • Ensure constant coverage for the office of Governmental Relations; coordinate with other staff personnel when absences are necessary.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Provide support to the Governmental Relations team by executing event details for policymaker and university partner visits.  Schedule facilities, place catering orders, create informational packets, execute established agenda, etc.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.


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Job posting number:#7090341 (Ref:BSU28548)
Application Deadline:Open Until Filled
Employer Location:Ball State University
Muncie,Indiana
United States
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