Academic Administrative Assistant

Otterbein University is seeking a detail-oriented and highly organized Academic Administrative Assistant to provide comprehensive administrative support to the Biology and Earth Science and Chemistry departments. This position plays a critical role in supporting faculty, students, and departmental operations through high-level administrative, secretarial, and clerical responsibilities.

This is a non-exempt position, working ¾ time (37.5 hours per week) for 10 months, and half-time during the summer. The role is under the general supervision of the Biology and Earth Science Chair and the Chemistry Chair.

Administrative & Office Support

• Serve as the receptionist in the main office for Biology and Earth Science and Chemistry.
• Answer telephones, route calls appropriately, and take messages.
• Greet students and visitors and direct them to appropriate faculty or offices.
• Assist students and prospective students with scheduling appointments with faculty members.
• Process incoming and outgoing mail.
• Orient and serve as a liaison to adjunct faculty.

Budget & Financial Administration

• Oversee departmental budgets for Biology and Earth Science, Chemistry, Aquarium, Zoo & Conservation Science, Biochemistry & Molecular Biology, and Environmental Studies programs.
• Track departmental purchases to ensure expenses align with approved budgets.
• Reconcile budgets using the Banner system.
• Prepare purchase orders and payment vouchers.
• Reconcile faculty and staff credit card charges on a monthly basis.
• Maintain records and timesheets for work-study and non-work-study student employees.
• Supervise student employees, as appropriate.
• Receive and process payments and correspondence related to supplies sold to students.
• Handle scholarship funds and goods.

Academic & Student Support

• Serve as a proctor for make-up examinations as requested.
• Grade exams using the Data Link Connect (Scantron) system, as requested.
• Access Banner to obtain class schedules, student schedules, and student information.
• Disseminate information to students, faculty, and staff via postings and electronic communications.

Communication & Information Management

• Organize and administer office computer systems utilizing Word and Excel.
• Compose departmental newsletters, recruiting materials, web pages, annual calendars, and sample curricula in consultation with faculty and staff.
• Organize and maintain departmental files related to faculty, staff, students, and course materials.
• Maintain student and alumni records.
• Maintain inventory of equipment, keys, books, and other items checked out through the department offices.

Facilities, Equipment & Operations

• Oversee proper coding, operation, and maintenance of copy machines and office equipment.
• Coordinate with service departments and housekeeping to maintain facility appearance and functionality.
• File work orders for scheduled maintenance and repairs.

Departmental Coordination & Events

• Coordinate preparation and distribution of departmental budget reports.
• Prepare agendas for departmental meetings, attend meetings, and record minutes.
• Assist department chairs with course scheduling for upcoming academic years.
• Collect syllabi for Academic Affairs, the Integrative Studies Office, and other academic offices.
• Order desk copies of textbooks and serve as a liaison between academic departments and other campus offices.
• Coordinate departmental events including seminars, lectures, the Senior Research Symposium, and social events as requested.

Supervisory Responsibilities

• May supervise student workers, as applicable.

Other Duties

• Perform additional duties as assigned.

To perform this job successfully, an individual must be able to perform the essential duties described. The qualifications below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience
Applicants must possess:

• A high school diploma or equivalent.
• Three (3) or more years of office experience.
• Experience using computers, software, and the internet.

Preferred qualifications:

• Bachelor’s degree (B.A. or B.S.).
• Office administration experience.

Core Competencies & Skills

Candidates must demonstrate:

• Professional-level written and verbal communication skills
• Competency in general mathematics
• Knowledge of general office procedures and basic bookkeeping
• Proficiency with general office equipment, including computers, copiers, telephones, and related devices
• Attention to detail and pride in quality of work
• Strong interpersonal skills and the ability to work collegially with faculty, staff, students, and other constituencies
• Supervisory skills and the ability to guide and oversee student employees, as applicable
• Ability to work independently, exercise initiative, and use sound judgment
• Ability to retain and handle confidential information with discretion

REASONING ABILITY
The position requires the ability to:

• Work collegially with co-workers and other constituencies
• Exercise initiative and work independently
• Use independent judgment in unusual or new situations
• Manage multiple priorities while maintaining attention to detail
• Handle confidential information with professionalism and discretion

PHYSICAL DEMANDS
This role requires the ability to:

• Spend prolonged periods working on a computer.
• Reach and lift up to 20 pounds.
• Travel throughout the office to access equipment.
• Hear and be heard clearly by colleagues and other constituencies.

• See to process work that the position is responsible for completing.

• Work under deadlines with frequent interruptions.
• Maintain reliable and predictable attendance.

WORK ENVIRONMENT
Work is performed in an environmentally controlled office setting with conditions typical of an office environment.

At Otterbein, our comprehensive benefits package helps you thrive both professionally and personally, offering:

• Generous tuition benefits for you, your spouse or domestic partner, and your dependents
• Four weeks of paid vacation to relax, recharge, and explore
• 10 days of paid sick time to prioritize your health
• 12 paid holidays plus bonus days throughout the year
• Comprehensive medical, dental, and vision coverage for you and your family
• Life insurance for added peace of mind
• A defined contribution retirement plan to help you plan for the future
• Wellness initiatives
• And even more ways Otterbein supports your success.

This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities. Other duties of a similar nature or level may be assigned.

Otterbein University’s achievement of academic excellence depends on its commitment to inclusion and belonging. We welcome applications from allqualified candidates. Otterbein University is an EEO Employer.