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Department Secretary at Ball State University

Posted in Other 26 days ago.

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Type: Full Time
Location: Muncie, Indiana





Job Description:

Posting Detail Information

POSTING NUMBER
201900574SF

NUMBER OF VACANCIES
1

DESIRED START DATE
12/16/2019

POSITION END DATE (IF TEMPORARY)

OPEN DATE
10/18/2019

CLOSE DATE
11/28/2019

OPEN UNTIL FILLED
No

SPECIAL INSTRUCTIONS SUMMARY

Position Information

POSITION TITLE
Department Secretary

ADDITIONAL INFORMATION

The Department Secretary is a newly formed position due to the rapid growth of our programs.
The Department of Construction Management and Interior Design has approximately 325 undergraduate students and 25 graduate students. The department is a member of the R. Wayne Estopinal College of Architecture and Planning and housed in the recently renovated Applied Technology building with the latest professional technology in classrooms and labs (www.bsu.edu/construction-management-interior-design) including the Robert G. Hunt Center, Bowen Materials Lab and Interior Design studios.

GRADE
9

NEW HIRE RATE
14.40

FLSA
Non-Exempt

HRS/WEEK
40 hrs./week

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

POSITION FUNCTION

Provide program support for the department, Chairperson, Associate Chair and Administrative Coordinator.

MINIMUM EDUCATION

Eighteen months of secretarial training or education beyond high school or equivalent.

MINIMUM EXPERIENCE

One through three years of related office 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

Associate s degree or equivalent.

PREFERRED EXPERIENCE

One through three years of work experience in higher education. Proficiency in MS Office; Banner; Argos; Chrome River; SciQuest and/or Site Core.

POSITION TITLE(S) 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 7 academic colleges that offer 120 undergraduate programs. We offer more than 140 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
Construction Management & Interior Design:200060

DEPARTMENT INFORMATION

DEPARTMENT EMAIL OR PHONE NUMBER
skthompson2@bsu.edu

Duties & Responsibilities

RANKING
1

JOB DUTY

Process Departmental Authorization and Expense reports for Travel, BSU cars and field trips by using Chrome River and Fleet Commander; maintain Excel spreadsheet and input related travel transactions on a daily basis; verify travel expenditures/balances utilizing the Banner Finance; process Journal Vouchers as necessary relating to travel reimbursements or payments; submit monthly travel report categorizing expenses/balances to Chair and Administrative Coordinator; notify Chair and Administrative Coordinator of any unused allocated monies or insolvent travel funds; file related travel documentation in a timely manner for easy reference and access.

Duties & Responsibilities

RANKING
2

JOB DUTY

Employ a professional attitude as a front-line customer support Department Secretary; welcome all walk-ins and direct them to appropriate individuals/departments; screen incoming phone calls; answer inquiries or forward them appropriately. Reserve departmental conference room and seminar room for various meetings through the Outlook electronic calendar; schedule appointments for Chair and Associate Chair as needed; update departmental directory when needed.

Duties & Responsibilities

RANKING
3

JOB DUTY

As needed, access database information relating to students and course offerings; input online student permission approvals utilizing Banner; assist students and faculty with completion of forms for course withdrawal, incomplete grades and grade changes; forward forms to appropriate office.

Duties & Responsibilities

RANKING
4

JOB DUTY

Work with University Computing Services to coordinate repairs and replacements; maintain database of departmental inventory of supplies and equipment; work with Facilities to properly identify BSU equipment; process excess requests and appropriate work orders; initiate repair services for departmental copiers and other various equipment; submit key request to work control for all card access into computer lab, Hunt Center, Interior Design Studio and Applied Technology building.

Duties & Responsibilities

RANKING
5

JOB DUTY

Maintain daily operation of departmental office in the absence of the Administrative Coordinator; supervise student employees in Administrative Coordinator s absence; copy items with important due dates for Administrative Coordinator; assist with departmental special events.

Duties & Responsibilities

RANKING
6

JOB DUTY

Receive, sort and distribute department mail; keep mailboxes updated and supplies stocked in workroom; prepare Send Suite Live for department following US Postal Services regulations; consult with Mailing Services per their criteria for bulk mailing requirements.

Duties & Responsibilities

RANKING
7

JOB DUTY

Participate in professional training as necessary.

Duties & Responsibilities

RANKING
8

JOB DUTY

Perform other related duties as assigned.

Duties & Responsibilities

RANKING
9

JOB DUTY

Maintain regular and predictable attendance.