Secretary of Chemistry

Ball State University

Muncie, IN

Job posting number: #7086918 (Ref:BSU27550)

Posted: October 11, 2021

Application Deadline: Open Until Filled

Job Description

Provide administrative and clerical support for the department office and Chairperson; includes supervise the graduate student application process for the department; provide administrative support for the Ph.D. program in Environmental Science and the Director of that program; serve as back-up for the Administrative Coordinator.

The Department of Chemistry has a long history of focusing our efforts on giving our undergraduate and graduate students a high-quality learning experience in both the classroom and the laboratory settings. We have recently relocated to the newly constructed, state-of-the-art Foundational Sciences Building.  

Job Function:

Provide administrative and clerical support for the department office and Chairperson; includes supervise the graduate student application process for the department; provide administrative support for the Ph.D. program in Environmental Science and the Director of that program; serve as back-up for the Administrative Coordinator.

Minimum Education:

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

Preferred Education:

Associate's degree.

Minimum Experience:

Over one through three years of secretarial or related experience; experience with Microsoft Office.

Preferred Experience:

Proficiency in Excel and in using the internet; experience in secretarial support for a large academic department.

Duties and Responsibilities:

  • Receive and track correspondence and maintain application files for students applying to the masters program in Chemistry; assist Graduate Advisor and Chairperson in making and tracking written offers; coordinate class schedules and enter permissions for graduate students; prepare graduate student check-out sheets for graduation.
  • Serve as back-up to the Administrative Coordinator when that person is out of the office.
  • Provide support for the Ph.D. in Environmental Science program; includes handle inquiries; assist with developing and distributing recruiting materials; receive and track correspondence and applications for graduate students in this program; set up regular meetings with the Director, the implementation committee, the core faculty and the students in this program; organize travel arrangements and reimbursement for the visiting speakers of the seminar series each year; set-up visit itinerary for speakers; assist in advertisement and searches for program staff; prepare and distribute meeting agenda and minutes; maintain and update the Ph.D. website.
  • Serve as department communication liaison to the Dean's Office.
  • Assist faculty and students with travel arrangements and reimbursements
  • Assist department in key management and distribution; handle painting, cleaning and phone requests from faculty; maintain office inventory and purchase office supplies; assist students with course registration requiring permission.
  • Answer the department's main phone in a professional manner; take messages for Chairperson, faculty and staff; schedule appointments when necessary; sort and distribute mail daily to faculty and staff; make on campus deliveries for faculty and Administrative Coordinator.
  • Arrange for student evaluations of faculty and graduate teaching assistants; schedule evaluations each semester; distribute and file results of evaluations.
  • Assist in supervising student employee in office reception and in preparation of class materials and copying when Administrative Coordinator is out of the office; supervise the student assistant in gathering and organizing data for special reports and providing other assistance as needed.
  • Provide support for the department Chairperson; assist in special report and data gathering.
  • Assist in the planning and organizing of departmental events; includes Chemistry Advisory Board meetings, award events, and social events for participants in the Ph.D. in environmental science program.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.


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.


Apply Now

Please mention to the employer that you saw this ad on BiomedJobs.com

More Info

Job posting number:#7086918 (Ref:BSU27550)
Application Deadline:Open Until Filled
Employer Location:Ball State University
Muncie,Indiana
United States
More jobs from this employer
Institution Website