Executive Financial Assistant
Ball State University, Muncie, IN, United States
Position Title
Executive Financial Assistant
Compensation
$18.45 - 20.34
Department
BSU Foundation_G
Start Date
05/11/2026
About This Opportunity
Join Our Team: Executive Financial Assistant. Are you ready to be part of a unified team dedicated to transforming higher education? Our foundation is breaking down barriers between advancement, alumni relations, and stewardship to create a cohesive environment where philanthropy and innovative partnerships thrive. This is your chance to make a significant impact as we fulfill Our Call to Beneficence: The Campaign for Ball State University, aimed at elevating student support both financially and academically.
Why Join Us?
Dynamic Team Environment: Collaborate with passionate professionals who are committed to our mission.
Cutting-Edge Initiatives: Be at the forefront of redefining philanthropy in education.
Unified Structure: Work within a seamless organization with no barriers between key departments.
Supportive Culture: A high-achieving work environment that values camaraderie and collaboration.
Impactful Work: A mission that changes lives through education and philanthropy.
Role Overview
The Executive Financial Assistant is an essential contributor to our accounts payable operations and donor fund withdrawal process. We’re looking for someone organized, detail‑driven, and inspired by the mission of Ball State University.
Duties & Responsibilities
Serve as financial assistant in administering the accounts payable process; analyze withdrawal/check requests for accuracy, ensure donor intent and appropriate fund balance; daily entry of requests into the financial system; oversee the production of weekly checks and emergency checks; respond to vendor questions; ensure cash requirements are met; collate and distribute checks.
Prepare the monthly ACH to the University; process expenses related to University services; develop tools to assist in auditing charges; record all charges appropriately; provide documentation to the Office of University Controller.
Interpret and review Ball State University Foundation fund agreements to ensure compliance with donor intention, requirements, expectations, and fund balance.
Assist with the Foundation credit card program; work with the Assistant Controller on monthly transaction receipts, research transactions as needed, send communications to card holders; ensure timely payments and compliance with Foundation credit card policy.
Assist with processing unclaimed property/stale checks; monitor state checks received; void and reissue checks with appropriate notes; remit funds to state as necessary; assist with state reporting as needed.
Assist with processing 1099s for the Foundation and related entities; run appropriate reports, review to ensure transactions are recorded accurately; make necessary corrections.
Assist annually with the Foundation’s audit; compile required documentation as requested.
Provide executive support to the Foundation Finance team; compose, coordinate, and prepare correspondence, reports, and communications; recommend procedural improvements; maintain procedure manuals.
Perform other administrative duties such as ordering office supplies, work order requests, and outside purchasing.
Perform other related duties as assigned.
Maintain regular and predictable attendance.
Minimum Qualifications
Associate’s degree or equivalent experience in accounting or business administration. An equivalent combination of education and experience may be considered.
One to three years of experience in accounting and/or accounts payable or office administration.
Proficiency in Microsoft Office with a strong emphasis on Excel.
Accurate, detail-oriented; good communication skills; ability to work independently; experience handling confidential information.
Competency with general ledger accounting and accounting software; excellent written and oral communication skills.
Preferred Qualifications
Bachelor’s degree in accounting, business administration, or related field.
Over five years of experience in accounting and/or accounts payable or office administration; experience working in a non-profit organization.
Benefits
We offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays per year. Paid parental leave is available for 6 weeks. Health and dental insurance are offered, along with robust long‑term disability, life insurance, and retirement plans. Tuition assistance covers 90% of an employee’s child’s undergraduate tuition, 100% of the employee’s own undergraduate tuition, and 80% of graduate tuition, effective from the first day of employment.
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Executive Financial Assistant
Compensation
$18.45 - 20.34
Department
BSU Foundation_G
Start Date
05/11/2026
About This Opportunity
Join Our Team: Executive Financial Assistant. Are you ready to be part of a unified team dedicated to transforming higher education? Our foundation is breaking down barriers between advancement, alumni relations, and stewardship to create a cohesive environment where philanthropy and innovative partnerships thrive. This is your chance to make a significant impact as we fulfill Our Call to Beneficence: The Campaign for Ball State University, aimed at elevating student support both financially and academically.
Why Join Us?
Dynamic Team Environment: Collaborate with passionate professionals who are committed to our mission.
Cutting-Edge Initiatives: Be at the forefront of redefining philanthropy in education.
Unified Structure: Work within a seamless organization with no barriers between key departments.
Supportive Culture: A high-achieving work environment that values camaraderie and collaboration.
Impactful Work: A mission that changes lives through education and philanthropy.
Role Overview
The Executive Financial Assistant is an essential contributor to our accounts payable operations and donor fund withdrawal process. We’re looking for someone organized, detail‑driven, and inspired by the mission of Ball State University.
Duties & Responsibilities
Serve as financial assistant in administering the accounts payable process; analyze withdrawal/check requests for accuracy, ensure donor intent and appropriate fund balance; daily entry of requests into the financial system; oversee the production of weekly checks and emergency checks; respond to vendor questions; ensure cash requirements are met; collate and distribute checks.
Prepare the monthly ACH to the University; process expenses related to University services; develop tools to assist in auditing charges; record all charges appropriately; provide documentation to the Office of University Controller.
Interpret and review Ball State University Foundation fund agreements to ensure compliance with donor intention, requirements, expectations, and fund balance.
Assist with the Foundation credit card program; work with the Assistant Controller on monthly transaction receipts, research transactions as needed, send communications to card holders; ensure timely payments and compliance with Foundation credit card policy.
Assist with processing unclaimed property/stale checks; monitor state checks received; void and reissue checks with appropriate notes; remit funds to state as necessary; assist with state reporting as needed.
Assist with processing 1099s for the Foundation and related entities; run appropriate reports, review to ensure transactions are recorded accurately; make necessary corrections.
Assist annually with the Foundation’s audit; compile required documentation as requested.
Provide executive support to the Foundation Finance team; compose, coordinate, and prepare correspondence, reports, and communications; recommend procedural improvements; maintain procedure manuals.
Perform other administrative duties such as ordering office supplies, work order requests, and outside purchasing.
Perform other related duties as assigned.
Maintain regular and predictable attendance.
Minimum Qualifications
Associate’s degree or equivalent experience in accounting or business administration. An equivalent combination of education and experience may be considered.
One to three years of experience in accounting and/or accounts payable or office administration.
Proficiency in Microsoft Office with a strong emphasis on Excel.
Accurate, detail-oriented; good communication skills; ability to work independently; experience handling confidential information.
Competency with general ledger accounting and accounting software; excellent written and oral communication skills.
Preferred Qualifications
Bachelor’s degree in accounting, business administration, or related field.
Over five years of experience in accounting and/or accounts payable or office administration; experience working in a non-profit organization.
Benefits
We offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays per year. Paid parental leave is available for 6 weeks. Health and dental insurance are offered, along with robust long‑term disability, life insurance, and retirement plans. Tuition assistance covers 90% of an employee’s child’s undergraduate tuition, 100% of the employee’s own undergraduate tuition, and 80% of graduate tuition, effective from the first day of employment.
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