Department Secretary

Ball State University

Muncie, IN

Job posting number: #7104657 (Ref:BSU31958)

Posted: July 6, 2022

Application Deadline: Open Until Filled

Job Description

Facilitate the smooth and efficient operation of the Department of History office by assisting faculty and staff in the production and reproduction of course related materials; troubleshoot and maintain equipment used in the department and classrooms; perform receptionist and other administrative duties.

Job Function:

Facilitate the smooth and efficient operation of the Department of History office by assisting faculty and staff in the production and reproduction of course related materials; troubleshoot and maintain equipment used in the department and classrooms; perform receptionist and other administrative duties.

Minimum Education:

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

Preferred Education:

Associate's degree in office technology, business management or related field.

Minimum Experience:

Over one through three years of office or related experience.

Preferred Experience:

Supervisory experience.

Duties and Responsibilities:

  • Prepare and duplicate course materials such as handouts, syllabi, tests, quizzes, and overhead transparencies for faculty members; provide editing services to faculty; assist faculty in the preparation of professional, non-course related materials; type handwritten notes, manuscripts, revisions, etc., organize, save, and upload into databases, electronic files for assessment; assist faculty with publishing ventures as needed; provide support on projects as needed which are outside of the ordinary program-related tasks or assigned duties.
  • Compile, type, distribute book orders semesterly: order all requested desk copies; review assignment of student interns; determine their textbook needs; distribute texts to them; collect them at end of semester; conduct annual book inventory of departmental textbooks and supplemental books; maintain spreadsheet of current book inventory; remove older editions and books no longer in use
  • Maintain, supervise, direct, and assist faculty in usage of the Audio-Visual Lab equipment and office equipment such as computers, printers, scanners, copiers and shredders, as well as maintain equipment and materials so they are operable and usable at all times; monitor and verify location of equipment; includes tech carts, classroom computers, overhead projectors, VCR's, slide projectors, maps, slides, transparencies, videos, radios, CD players and tape players.
  • Fill and distribute the supply requests of faculty and staff; keep current inventory of supplies using Excel; reorder supplies using SciQuest, etc.; submit copies of all purchases to Administrative Coordinator.
  • Collect class assignments (times, locations and CRNs), and faculty, UGTF and GA office hours to prepare departmental directory each semester and distribute.
  • Distribute, secure, and track departmental keys for all faculty, undergraduate teaching fellows, graduate assistants, contract faculty, emeriti faculty, student secretaries, and staff; order new keys when needed.
  • Maintain mailroom daily for faculty, staff, undergraduate fellows, graduate assistants, and students; sort and distribute mail to mail boxes; keep room neat; assist faculty with mailings and label preparations; keep a record of copies made by faculty; maintain database of usage.
  • Verify and submit change of grade forms; process departmental incomplete forms and send copies to students as needed.
  • Maintain equipment and furniture inventory; process move orders; assist faculty with moving furniture/equipment; track location of furniture; prepare and maintain the intern and graduate assistant offices at the beginning of each academic year.
  • Answer telephone calls; based on nature of call, take appropriate course of action; schedule appointments for faculty, students and visitors; greet visitors and direct appropriately.
  • Prepare and post classroom announcements regarding necessary information for students; record faculty absences and report to Administrative Coordinator; assist in filing, scheduling, administering, monitoring and collection of student make up work and/or tests.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Assist faculty, staff, and graduate assistant with planning of department events. Serve as primary backup for Administrative Coordinator as needed.
  • Maintain and manage faculty travel authorization and workflow.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.


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Job posting number:#7104657 (Ref:BSU31958)
Application Deadline:Open Until Filled
Employer Location:Ball State University
Muncie,Indiana
United States
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