Assistant to the Associate Vice President of Enrollment Planning and Management/Chief Admissions Officer and Coordinator of Budgets

Posting Details
Position Information

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Position Title	Assistant to the Associate Vice President of Enrollment Planning and Management/Chief Admissions Officer and Coordinator of Budgets
About this Opportunity	Ball State University welcomes applications for an Assistant to the Associate Vice President of Enrollment Planning and Management/Chief Admissions Officer and Coordinator of Budgets. Ball State offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.
Our Statement on Inclusiveness	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.
Salary Grade	11
Wages Begin At	18.25
FLSA	Non-Exempt
Hrs/Week	40
Pre-Employment Screening	Requires successful completion of a background check.
Position Function	Perform administrative duties in support of the Offices of Admissions and Orientation (Undergraduate, Transfer Center, International Admissions and Services, Graduate Admissions, CRM, Operations, Communications); administer, monitor, and reconcile financial/budgetary affairs; prepare conference travel for professional staff members and assist with preparation of recruitment travel; represent the offices to the university and the public.
Minimum Education	Associate’s degree or equivalent in office management, business administration, information technology, or related field.
Minimum Experience	Over one through three years of office administration, office management, or related experience.
Minimum Other
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	Bachelor’s degree in office management, business administration, or related field.
Preferred Experience	Prior knowledge of Ball State University; experience with SciQuest, TMS, Chrome River and Argos; experience with payroll processes and procedures; knowledge of purchasing procedures; familiarity with university budget processes.
Preferred Other
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, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
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 eight 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. 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.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:	https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:	IN Indiana
Department	AVP of Admissions:155110
Department Information
Department Email or Phone Number	[email protected]

Duties & Responsibilities

Ranking	1
Job Duty	Perform administrative duties for the Associate VP; includes coordinate AVP’s workflow; create/prepare correspondence and reports; manage AVP’s calendar; organize and schedule meetings; organize and manage confidential records and files; sort, prioritize, and route mail.

Ranking

2

Job Duty

Reconcile monthly report of transactions and departmental account statements with individual expenditure receipts for overall budget; verify proper recording of expenses; compile and prepare monthly and cumulative summary reports for Associate VP and area leadership staff; monitor expenditures and advise Associate VP of potential budget problems or budgetary changes; develop and implement a program to train and oversee division support staff responsible for budgets of areas who report to the Associate VP.

Ranking	3
Job Duty	Serve as an office representative to current and prospective students and families, visitors, and representatives from high schools, other universities, businesses, and agencies; stay current and knowledgeable about departmental and university policies and procedures in order to provide accurate information and/or make appropriate referrals.

Ranking	4
Job Duty	Initiate, prepare, and input requisitions, departmental purchase orders, and non-PO payment request forms; journal vouchers, payroll reports, and process all forms necessary for daily office operations and approve for the AVP; assist with payroll processes including perform payroll timekeeping duties for AVP ; monitor, order, and maintain office supply inventory; manage record retention files.

Ranking	5
Job Duty	Prepare and monitor all travel authorizations, registration fees, vehicle requests, cash advances, and expense reimbursements for professional staff members for conferences; coordinate and make arrangements for all of the AVP’s travel; serve as back up with recruitment travel.

Ranking	6
Job Duty	Serve as liaison between the AVP’s office and other university offices and departments, including President, Provost, area vice presidents, deans, academic and Honors College advisors, etc.

Ranking	7
Job Duty	Troubleshoot and facilitate phone calls and requests to speak with the AVP; analyze and determine next steps.

Ranking	8
Job Duty	Monitor and ensure all equipment used in the department is in good working order and adequately supports the needs of all office staff; troubleshoot to determine if problem can be resolved internally; research, select, and order equipment as needed.

Ranking	9
Job Duty	Create and update position descriptions in TMS; create job postings for vacant positions; serve as back up to schedule interviews and assist job candidates with travel accommodations; process travel expense reimbursements; assist with preparations for new staff members.

Ranking	10
Job Duty	Monitor telephone reports for accuracy.

Ranking	11
Job Duty	Perform file review as needed; exercise autonomy and sound judgment to review applicant files, make admissions decisions, and perform appropriate follow-up.

Ranking	12
Job Duty	Mail recruitment materials to high schools and prospective students upon request.

Ranking	13
Job Duty	Perform other related duties as assigned.

Ranking	14
Job Duty	Maintain regular and predictable attendance.

Posting Detail Information

Posting Number	202301396SF
Number of Vacancies	1
Desired Start Date	02/05/2024
Position End Date (if temporary)
Open Date	12/21/2023
Close Date	01/05/2024
Open Until Filled	No
Special Instructions Summary
Information for Applications Requiring a Cover Letter	In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University’s enduring values , including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.’