Administrative Coordinator and Secretary University Governance

## Administrative Coordinator and Secretary for University Governance Apply:
Ball State University:
Full time:
Posted Today:
End Date:
October 21, 2026 (13 days left to apply):
R-03358
*
* 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.
** 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.
** 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.
** 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.
** 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.
** 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.
** 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…