Ball State University · 6 hours ago
Administrative Coordinator and Secretary for University Governance
Ball State University
Full-time
Onsite
Entry Level
$16.50/hr - $17.84/hr
1+ years expBall State University is searching for an enthusiastic and detail-oriented person to join their team as an Administrative Coordinator and Secretary for University Governance. This role is responsible for coordinating governance operations and providing administrative support for the Office of the Vice Provost for Academic Affairs, ensuring an efficient governance system and supporting various committees and events.
EducationHigher EducationUniversities
No H1B
Responsibilities
Coordinate governance operations: in consultation with governance leadership and the VPAA office, plan and organize meetings, calendars, and logistics for University Senate, Senate Agenda Committee, Governance and Elections Committee, Faculty Council, Professional Personnel Council, and other governance committees as well as assigned ad hoc committees
Prepare and manage documentation: in consultation with governance leadership and the VPAA office, prepare and distribute agendas and meeting materials; collective and maintain physical and digital records of agenda items, minutes, reports, memberships lists, and other governance records as directed; ensure digital records and searchable and accessible as appropriate
Provide logistics support: attend meetings and provide logistical support for the University Senate, Senate Agenda Committee, Governance and Elections Committee, Faculty Council, Professional Personnel Council, and other assigned committees, including preparing meeting rooms, setting up technology, and assisting Council and/or committee leaders as needed. Oversee the Governance email account and respond promptly to any inquiries
Maintain governance websites and Handbook: update and oversee University Senate and committee websites and shared information/training sites; ensure the Faculty and Professional Handbook is accurate and current and that it provides guidance and information on University policy as approved by Board action
Administer Governance elections and support committee operations: manage faculty and professional personnel election and appointment processes; collaborate with colleges, departments, and Student Government leadership to ensure vacancies are filled and procedures are followed. Track membership, attendance and annual reports for governance committees; distribute appointment letters; ensure committees fulfill required reporting and documentation
Facilitate communication and engagement: generate and distribute preference polls, announcements, and governance updates; build positive relationships to foster campus-wide participation in shared governance. Assist with Executive Reporting as requested, including monitoring paperwork and workflow of all governance actions, preparing summaries for presidential and Board of Trustees review, and assisting the Senate Chair in preparing reports
Provide support for professional development: coordinate and support professional development opportunities that enhance faculty and staff understanding of university governance and shared decision-making. Assist in the planning and implementation of professional development events and special projects that advance the university's strategic goals, including New Faculty Orientation, as directed
Provide administrative support to the Director of the University Core Curriculum as directed, including updating the Core Curriculum website and other Core Curriculum workflow and digital materials; providing support for programming, professional development, and student success activities related to the Core Curriculum; designing materials for admissions, advisors, and faculty in support of the Core Curriculum; and attending meetings, taking minutes, and organizing information for the Director
Provide additional secretarial and governance support for the Vice Provost of Academic Affairs office as appropriate
Perform other related duties as assigned
Maintain regular and predictable attendance
Qualification
Required
Associate's degree or one of the following:
At least one year of office administration/secretarial experience
Proficiency with Microsoft Office applications
Must have strong written and oral communication skills
Must have strong organizational skills and a keen attention to detail
Ability to manage multiple tasks, meet deadlines, and work independently with minimal supervision
Preferred
Bachelor's degree
Knowledge of university governance structures, policies, and procedures
Experience working in an academic, governance, or higher education environment
Familiarity with Banner, Canvas, and/or Qualtrics
Experience with web page creation and maintenance
Benefits
Generous paid time off
10 paid holidays
University-funded retirement programs
Medical and prescription plans
Dental
Flexible spending and health savings accounts
Tuition discounts
Paid parental leave (6 weeks)
Affordable health and dental insurance
Robust long-term disability and life insurance plans
Company
Ball State University
Ball State University is a public research university offers bachelor's degrees and graduate programs.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$37.13MKey Investors
Ball Brothers FoundationLilly EndowmentU.S. Department of Education
2024-11-02Grant· $0.06M
2023-12-14Grant· $35M
2023-09-12Grant· $2M
Leadership Team
Anand Marri
Provost and Executive Vice President for Academic Affairs
Recent News
Inside INdiana Business
2025-12-09
Inside INdiana Business
2025-09-29
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