Academic Administrative Assistant

About the role

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.

Responsibilities

• 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.
• Avoidance of answering emails and managing email inbox.
• 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.
• 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.
• 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.
• 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.
• Coordinate with service departments and housekeeping to maintain facility appearance and functionality.
• File work orders for scheduled maintenance and repairs.
• Coordinate preparation and distribution of departmental budget reports.
• Prepare agendas for departmental meetings, attend meetings, and record minutes.
• Affirmatively 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.
• Cook up and distribute departmental events including seminars, lectures, the Senior Research Symposium, and social events as requested.
• May supervise student workers, as applicable.
• Perform additional duties as assigned.

Qualifications

• Possess a high school diploma or equivalent.
• Three (3) or more years of office experience.
• Experience using computers, software, and the internet.
• Bachelor's degree (B.A. or B.S.) preferred.
• Office administration experience preferred.
• Demonstrate professional-level written and verbal communication skills.
• Show competency in general mathematics.
• Show knowledge of general office procedures and basic bookkeeping.
• Show proficiency with general office equipment, including computers, copiers, telephones, and related devices.
• Show attention to detail and pride in quality of work.
• Show strong interpersonal skills and the ability to work collegially with faculty, staff, students, and other constituencies.
• Show supervisory skills and the ability to guide and oversee student employees, as applicable.
• Show ability to work independently, exercise initiative, and use sound judgment.
• Show ability to retain and handle confidential information with discretion.