Executive Assistant to Vice President Job Muncie area,Indiana USA,Administrative/Clerical

Executive Assistant to Vice President

Position Title:

Executive Assistant to Vice President for Information Technology
Department: VP for Information Technology
Salary: $22.00 – $24.20 per hour

Start Date:

09/01/2026

Responsibilities

Perform executive office coordination duties for the Vice President's Office in Information Technology; provide high-level administrative, scheduling, communications, travel, and operational support.

Serve as the primary executive administrative support and office coordinator for the Vice President for Information Technology and their direct reports; coordinate office operations, compose and edit executive‑level correspondence, gather data and materials for projects, and ensure timely follow‑up on commitments, deadlines, meeting outcomes, and action items.

Proactively manage a complex executive calendar for the Vice President; prioritize meeting requests, resolve scheduling conflicts, coordinate internal and external meetings, and anticipate the Vice President's needs for meeting preparation, briefing materials, agendas, and related follow‑up.

Serve as a trusted gatekeeper and primary point of contact for the Vice President's Office; screen, prioritize, and route calls, visitors, emails, vendor inquiries, sales contacts, and requests from internal and external constituents.

Maintain familiarity with IT projects, technology terminology, organizational initiatives, and institutional priorities to effectively communicate and coordinate on behalf of Information Technology.

Coordinate travel arrangements for the Vice President and related office needs, including transportation, lodging, registrations, itineraries, travel documentation, authorization/reimbursement, expense reconciliation, and absence approvals.

Use enterprise productivity, scheduling, collaboration, travel, procurement, HR, and financial systems to support executive office operations and related administrative workflows.

Work closely with Associate Vice Presidents, Executive Directors, directors of Information Technology Services, Unified Technology Support, Information Security, Digital Corps, UMS, and their Administrative Coordinators, the President's Office, offices of the Provost, Associate Provosts, Business Affairs, the Colleges, and the Ball State University Foundation.

Prepare and maintain records as to various personnel procedures; advise of status when appropriate to update the Vice President and their direct reports.

Prepare purchase requisitions for the Office of Information Technology and other IT areas as needed.

Plan and manage conferences, meetings, and events for the office with university administrators, faculty, staff, business executives, education leaders, unit heads, IT committees, corporate technology partners, community leaders, and others.

Perform other related duties as assigned.

Maintain regular and predictable attendance.

Qualifications

Minimum Qualifications: Associate’s degree or equivalent; 3–5 years of office management experience, including managing calendars, communications, and administrative processes for a department or executive office.
Preferred Qualifications: Bachelor’s degree; over five years of executive office management experience; experience supporting a senior executive or cabinet‑level leader; experience managing complex calendars, executive travel, confidential communications, and high‑volume stakeholder interactions; and experience working in higher education, information technology, public‑sector, or similarly complex organizations.

How to Apply

For inquiries, please contact:
Fawn Gary, Associate VP for Information Technology, fawngary. Please list three professional references in the online application. Resume is required; cover letter is optional. Upload instructions: do not use the Autofill feature; attach all required documents.

Benefits

Paid vacation: 10 to 24 days
Paid sick days: 12 days
Paid holidays: 10 days per year
Paid parental leave: 6 weeks
Health and dental insurance, long‑term disability, life insurance, and retirement benefits
90% tuition coverage for a child’s undergraduate education; 100% coverage for your undergraduate degree; 80% coverage for graduate tuition

Equal Opportunity Statement

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status. Ball State provides accommodations to qualified individuals with disabilities who can perform the essential functions of the position.

Contact the Assistant Director of Equal Opportunity and ADA Coordinator, John Bowers, at 765‑285‑5163 for assistance.

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