Administrative Assistant

About the role

Otterbein University is seeking an organized, customer-focused Administrative Assistant to support the Business, Accounting, and Economics (BAE) Department. The Administrative Assistant provides administrative and clerical support to the department chair and faculty while helping ensure the efficient operation of the department office. Serving as a primary point of contact for students, faculty, staff, and visitors, this role requires strong organizational skills, professionalism, attention to detail, and the ability to work independently. This is a full-time, non-exempt staff position working 37.5 hours per week.

Responsibilities

• Department Operations & Administrative Support
  • Support the daily operations of the department and provide administrative support to the department chair and faculty.
  • Maintain calendars, appointments, correspondence, records, meeting minutes, and departmental files.
  • Assist with faculty searches, course scheduling, departmental publications, and other academic administrative functions.
  • Monitor departmental budgets, purchase supplies and equipment, and coordinate office services and repairs.
  • Maintain SharePoint documents and office systems while training faculty and student workers on departmental technologies.
  • Serve as a resource to part-time faculty regarding departmental policies and procedures.
  • Serve as the department's primary receptionist by assisting students, faculty, staff, and visitors, managing communications, and directing inquiries.
  • Coordinate activities with university departments and arrange travel and lodging accommodations as needed.
• Student, Faculty & Program Support
  • Serve as a liaison between students and faculty.
  • Provide information regarding courses, schedules, and degree requirements.
  • Coordinate prospective student visits with Admissions, Athletics, and faculty.
  • Coordinate the administrative functions of the Internship Program.
  • Assist with onboarding new faculty members, including adjunct faculty.
  • Order instructor textbooks and manage textbook adoptions each semester.
  • Collect and submit syllabi to Academic Affairs.
  • Prepare correspondence, reports, instructional materials, and examinations.
  • Produce the department newsletter during the academic year.
  • Coordinate the BAE Student Ambassador Program.
• University Service
  • Serve as a member of Staff Assembly and participate in meetings, events, and committee work as assigned.
• Other Duties
  • Perform additional duties as assigned.
• Supervisory Responsibilities
  • Interview, hire, schedule, train, and support undergraduate work-study students employed by the department.
  • Process student employment paperwork and timesheets.

Qualifications

• Education & Experience
  • High school diploma or equivalent required.
  • A minimum of three (3) years of directly related administrative or secretarial experience.
  • Experience using Microsoft Office and office technology.
• Core Competencies
  • Strong written and verbal communication, interpersonal, and customer service skills.
  • Excellent organizational skills with strong attention to detail.
  • Ability to exercise initiative, independent judgment, and maintain confidentiality.
  • Ability to work both independently and collaboratively with diverse university constituents.
  • Basic mathematical proficiency and strong supervisory skills.
• Technical Skills
  • Proficiency with Microsoft Office applications, including Word, Excel, SharePoint, Teams, and Forms.
  • Familiarity with Canvas, spreadsheet software, and general office technology.
  • Knowledge of general office and basic bookkeeping procedures.
  • Ability to operate office equipment and adapt to new technologies and software applications.
• Reasoning Ability
  • The Position Requires The Ability To exercise sound judgment and independent decision-making in new or unfamiliar situations.
  • Manage multiple priorities while maintaining accuracy and attention to detail.
  • Maintain confidentiality and professionalism when handling sensitive information.
  • Build and maintain positive working relationships with students, faculty, staff, and external partners.

Physical demands

• Frequently sit, reach, communicate, and perform repetitive hand and wrist motions.
• Occasionally stand, walk, stoop, bend, and lift or carry up to 5 pounds.
• Perform work requiring close vision.
• Maintain regular and predictable attendance.

Work environment

Work is performed in an environmentally controlled office setting.