Administrative Coordinator and Secretary for University Governance

Ball State University; Muncie (IN); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Paid time off

Paid holidays

Tuition benefits

Health and dental insurance

Retirement benefits

Parental leave

Job summary

Ball State University is seeking an Administrative Coordinator and Secretary for University Governance to coordinate governance operations and provide office support for the Vice Provost for Academic Affairs. The role requires organizing meetings, agendas, minutes, and records with a focus on transparency and responsiveness.

The position offers a full‑time on‑campus role with strong benefits, including paid time off, retirement plans, and tuition benefits; applicants must be authorized to work

Qualifications

• Associate's degree or equivalent with two years of office admin/secretarial experience
• Proficiency with Microsoft Office applications; strong written and oral communication skills; excellent organization

Responsibilities

• Coordinate governance operations: plan meetings, calendars, and logistics for University Senate and other committees.
• Prepare and distribute agendas and minutes; maintain governance records and ensure accessibility of digital records.
• Provide in-person logistics support for governance meetings and VPAA office; manage governance email outreach.
• Maintain governance websites and the Faculty/Professional Handbook for accuracy and updates.
• Administer governance elections and track appointments, attendance, and reports across committees.

Skills

Microsoft Office

Education

Associate's degree

Bachelor's degree

Tools

Banner

Canvas

Qualtrics

Job description

Position Title

Administrative Coordinator and Secretary for University Governance

Salary Grade

Staff 10

Compensation

$16.50 - 17.84

Department

Vice Provost Academic Affairs_B

Start Date

11/09/2026

About this opportunity

The Office of the Vice Provost for Academic Affairs is searching for an enthusiastic and detail-oriented person to join our team. This position is responsible for coordinating governance operations and supporting a transparent, flexible, responsive, and efficient governance system, as well as providing administrative support for the Office of the Vice Provost.

Our unit is committed to maintaining a positive and collaborative work environment, where your success is supported.

This is a full-time opportunity that comes with a great benefits package, including generous paid time off and paid holidays, University-funded retirement programs, medical and prescription plans, dental, flexible spending and health savings accounts, tuition discounts, and much more! Come be a part of our team!

This position requires a full-time on-campus presence.

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

What you'll do and what you'll bring

Position Function: Coordinate university governance operations and provide administrative support for the Vice Provost for Academic Affairs. Manage governance calendars, meetings, elections, and records in collaboration with governance leadership and the VPAA Office to support a transparent, flexible, responsive, and efficient governance system. Provide in‑person administrative support for governance committee meetings as well as to the VPAA office, including performing VPAA reception duties, managing correspondence, and assisting with events and special projects that advance the University’s strategic goals.

Duties & Responsibilities

1. 1. 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.
2. 2. Prepare and manage documentation: in consultation with governance leadership and the VPAA office, prepare and distribute agendas and meeting materials; collect and maintain physical and digital records of agenda items, minutes, reports, memberships lists, and other governance records as directed; ensure digital records are searchable and accessible as appropriate.
3. 3. 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.
4. 4. 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.
5. 5. 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.
6. 6. 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.
7. 7. 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 as directed.
8. 8. 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.
9. 9. Provide additional secretarial and administrative support for the Vice Provost of Academic Affairs office as appropriate.
10. 10. Perform other related duties as assigned.
11. 11. Maintain regular and predictable attendance.

Minimum Qualifications

• Associate's degree or one of the following:
  1. An equivalent combination of two years of education and related experience in office administration/secretarial work or related field OR
  2. Two years of related experience in office administration/secretarial work, or related field.
• 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 Qualifications

• 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

Applications must be submitted by 12:01 AM on October 21, 2026.

What we offer

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long‑term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children' ) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.