Executive Assistant

Position Title

Executive Assistant

Compensation

$22.00 - 24.20

Department

Ofc of the VP for Enroll Plan/Mgmt

Start Date

06/15/2026

About this opportunity

Provide administrative support to the Vice President for Enrollment Planning and Management in support of goals and assignments for the division; including budget coordination, processing and recordkeeping, office management, customer service, generating data reports, and coordinator of events and other functions of the Vice President's office.

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Duties & Responsibilities

1. Provide administrative support to the VP for Enrollment Planning and Management with budget management needs of the division including assisting with processing purchase requisitions; invoices, and journal vouchers. Other responsibilities include ordering supplies, processing foundation payment requests, payroll documents and supply requests.
2. Schedule meetings and maintain daily calendar for the Vice President; arrange meetings with cabinet, division leadership, deans, and other administrators and professionals. Accept or decline invitations for the Vice President. 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.
3. Submit journal vouchers and approve JV's for the division; track spending and discuss budgeted expenditures; monitor budgets of all areas in the division and maintain appropriate records; approve travel for all division leadership and all FOAP's within the division using Chrome River; Monitor the Procurement Card for the VP, reconcile and load appropriate procurement card documentation in BDM; view/access appropriate screens in Banner to perform functions related to these job duties.
4. 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, and expense reimbursements.
5. Assist with job postings, position descriptions, hiring process and data entry of employee records in the University's Talent Management System (TMS). Create personnel files for new division employees and maintain active personnel files. Create Electronic Personnel Action Forms (EPAFs) for new employees, terminations, and rate increases.
6. Assist VP in research of enrollment policies and trends; benchmarking Ball State practices against other Indiana public institutions via website reviews.
7. Manage the Enrollment Planning & Management Leadership absence calendar to assist in verifying timekeeping records for sign-off in the payroll management system, UKG (Kronos).
8. Answer incoming telephone calls; forward messages; greet visitors to the Office; includes answer routine questions; provide general information about established procedures and policies; direct other questions to appropriate personnel; interact with individuals both internal and external to the university while always maintaining confidentiality. Review and route mail and other information to the appropriate personnel.
9. Supervise student staff; assign and review work; oversee the training, evaluation, and discipline of student staff.
10. Perform other related duties as assigned.
11. Maintain regular and predictable attendance.

Minimum Qualifications

• Associate's degree in office administration or related field or equivalent.
• Over three through five years of administrative experience.
• Experience working with Microsoft Office applications.
• Strong oral and written communication skills.
• Strong client service skills.
• Ability to handle confidentiality and sensitive situations.

Preferred Qualifications

• Bachelor's degree in office administration or related field.
• Additional years of office administration in a university setting
• Budget experience.