Secretary to the Graduate Programs Director

Position Title:

Secretary to the Graduate Programs Director

Salary Grade:

Staff 9

Compensation:

$15.00 - 16.26

Department:

English_A

Start Date:

12/07/2026

About this opportunity:

The Department of English welcomes applications for Secretary to the Graduate Programs Director.

The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.

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: Provide administrative support for the Director of Graduate Programs; maintain and organize student files; respond to and/or appropriately redirect inquiries and information requests regarding graduate courses and programs.

 

Duties & Responsibilities:

1. As per the direction of the Director of Graduate Programs, update, maintain, organize, and appropriately distribute files for prospective students applying to the programs and for graduate and undergraduate students in programs. Utilize various databases to maintain accurate admission and enrollment records and distribute materials as needed to Directors, advisors, admission committees, etc.

2. Assist graduate students and their advisors with course registration, program questions, deadlines, and procedures, including updating and maintaining degree progress in Stellic, and coordinating with the Schedule Specialist to have course permissions entered into Banner system.

3. With guidance from the Director of Graduate Programs, type, file, and maintain paperwork for the Graduate School and International Programs; coordinate all paperwork and/or electronic personnel forms and their required signatures and/or approvals with the Graduate School and the Office of the Dean for graduate assistantships and associated stipends.

4. Assist in the preparation of program information for graduate and undergraduate catalogs and for program and course curriculum changes and postings.

5. Draft and deliver correspondence for the Director; schedule appointments for the Director; maintain office operations and/or appropriately direct incoming queries while the Director is away from the office; update mailing lists and reserve meeting rooms for Director; etc.

6. Assist in the preparation of paperwork for meetings of the English Programs Committee; record and type minutes of these meetings.

7. Organize and prepare comprehensive examinations and defenses for doctoral students by arranging times, rooms, and computers or other resources.

8. Assist the Director of Graduate Programs in drafting, proofing, updating and distributing recruitment materials for graduate and undergraduate programs, including the coordination of prospective student visits.

9. Assist the Director in promoting and preparing materials for events such as the start of the year new student orientations and end of the year departmental awards ceremonies.

10. Assist the Director of Graduate Programs in the preparation and/or processing of various other programmatic paperwork such as graduate faculty status applications, course add/drop forms, independent studies requests, graduate projects, and undergraduate enrollments in graduate-level courses.

11. Where appropriate, direct students and/or advisors to necessary resources across campus, including, but not limited to, International Programs, the Graduate School, the Dean’s Office, etc.

12. Perform other related duties as assigned.

 

Minimum Qualifications:

• Eighteen months of education or training beyond high school or equivalent, from an accredited institution.
• One year of office or related experience.

 

Preferred Qualifications:

• Associate’s degree.
• At least three years of office or related experience.
• Related experience with database and word processing software.
• Proficient in InDesign.
  

How to apply:

For inquiries, please contact: Michele Mentis at (765) 285-8584.

Please follow upload instructions to attach all of the required supporting documents listed below: NOTE: Do not use the Autofill feature for resume:

• Resume
• Optional cover letter that describes how your qualifications and experience align with the elements of the position description.
• Please provide 3 professional references with contact details (Name, Title, Company, Phone, Email)

Applications must be received by November 16, 2026, at 12:01 AM.

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's) 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.