Secretary for Chemistry

Ball State University welcomes applications for a Secretary for Chemistry.

At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define 'inclusiveness' as a commitment 'to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellence and freedom of expression.

Provide administrative and clerical support for the Chemistry department office and Chairperson; includes oversee the graduate student application process for the department; provide administrative support for the Ph.D. program in Environmental Science and the Director of that program; serve as back-up for the Administrative Coordinator.

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

At least one year of secretarial or related experience; experience with Microsoft Office.

Associate's degree.

Proficiency in Excel; experience with graphic design; experience in secretarial support for a large academic department.

Students

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, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.

Serve as the first contact of the department; greet and assist visitors when they come into the office & direct them accordingly; answer the department's primary phone line in a professional manner; transfer calls; receive and relay messages for Chairperson, faculty and staff when necessary; check and maintain the office voice mail; check and maintain general department email; answer questions & respond to general inquiries; provide excellent customer service; sort and distribute department mail.

Provide information and support to the department; print exams and assignments as requested; make copies; assist faculty, staff, students and visitors; schedule appointments; coordinate meetings; assist with department key management and distribution; submit service and maintenance-related requests from faculty; make room reservations as requested.

Assist with inquiries about the Chemistry graduate program; assist in making and tracking written offers to students; coordinate class schedules with the Graduate Advisor and enter permissions for graduate students each semester; assist with check-out sheets as needed for graduation.

Perform tasks assigned by the Administrative Coordinator and Chairperson; includes act as back-up for the Administrative Coordinator.

Provide support for the PhD in Environmental Science program: includes handle inquiries; receive and track correspondence and applications for graduate students; track student progress; liaise with the Dean's Office, the Graduate School, and participating departments; compose and distribute internal emails; organize travel arrangements and reimbursements for the visiting speakers; maintain records, the PhD website, and social media; perform minor tasks assigned by the Director.

Serve as a department communication liaison to the Dean's Office; help maintain department social media; post regularly to engage and grow social media following; maintain digital signage for the department in the building; create eye-catching slides promoting department events and announcements to display on screens; assist with maintaining and updating department website.

Coordinate travel for faculty and students in the department; including collecting information, tracking and processing paperwork in the university's travel system for both pre-approvals in advance of trips, and reimbursements upon return; review information for accuracy; submit vehicle requests; communicate with the Chairperson regarding travel budget.

Arrange for student evaluations of faculty and graduate teaching assistants; schedule evaluations each semester; distribute and file results of evaluations.

Monitor and maintain office inventory of supplies; keep things up to date and organized in the workroom; purchase supplies; assist with maintaining office appearance.

Provide support for the department Chairperson; assist in special report and data gathering.

Assist in the planning and organizing of departmental events as needed.

Participate in professional training and development as necessary for satisfactory job performance.

Maintain regular and predictable attendance.

Perform other related duties as assigned.

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experience align with the elements of the position description (or leadership profile). In your cover letter, please select one of our enduring values and describe how you have demonstrated a commitment to that value in your professional endeavors.