Academic Administrative Assistant

Otterbein University is in search of an Academic Administrative Assistant . This is a non-exempt position working 3/4 time (37.5 hrs/week) for 10 months and half-time in Summer. This role, under the general supervision of the Biology and Earth Science, Chemistry Chairs, is responsible for a variety of high level administrative, secretarial and clerical duties to support the professional activities of faculty members in the above named departments by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Serves as receptionist in main office of Biology and Earth Science, Chemistry. Answers telephone, takes messages and routes calls to appropriate staff/offices. Greets students and visitors and directs them to appropriate faculty. Assists students and prospective students in scheduling appointments with the appropriate faculty member. Orients and serves as liason to adjunct faculty. Processes incoming and outgoing mail.
• Oversees budget for Biology & Earth Science, Chemistry, Aquarium, and the Zoo & Conservation Science, Biochemistry & Molecular Biology and Environmental Studies Programs. Ensures department expenses are in line with department budget by tracking departments purchases to reconcile budgets in Banner. Prepares purchase orders, payment vouchers and reconciles all faculty/staff credit card charges on monthly basis. Maintains records and time sheets for work-study and non-work study student employees, and supervises work of student employees where appropriate.
• Serves as proctor for make-up tests as requested. Grade tests using Data Link Connect (scantron) program as requested.
• Organizes and administers the office computer system, including Word and Excel. Responsible for drafting and producing departmental newsletters, departmental recruiting folders, departmental web pages, annual departmental calendars and sample curricula in consultation with faculty and staff. Accesses the Banner system to obtain information regarding class schedules, student schedules, and student information. Disseminates information to students, faculty and staff by posting notices on campus and through electronic mailings.
• Organizes and maintains departmental files on faculty, staff, student, and course materials. Responsible for maintenance of student and alumni records. Maintains inventory of equipment, keys, books and other items checked out through the office by students, staff and faculty.
• Oversees proper coding, operation, and maintenance of the copy machine and other office equipment. Works with service department and housekeeping to ensure optimal appearance and functionality of facility.
• Coordinates the preparation and distribution of departmental budget reports. Prepares agendas for departmental meetings, attends departmental meetings and records minutes. Assists the chairpersons with course scheduling for the upcoming year.
• Coordinates essential administrative functions. Collects syllabi from faculty for Academic Affairs, Integrative Studies Office, and other academic offices. Orders desk-copies of textbooks from the publisher and serves as liaison between the departments and other offices on campus (e.g., Sponsored Programs Office, Chemical Hygiene Officer, Business Office, Police, etc.). Orders supplies and equipment. and maintains departmental purchase order forms. Files work orders with Service Dept to request scheduled maintenance and repairs to department facilities.
• Coordinates events for departments including seminars and lectures, Senior Research Symposium, social events for faculty, staff and students as requested.
• Receives payment and correspondence for supplies sold to students. Handles scholarship monies and goods.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: HS diploma or equivalent and 3 or more years of office experience required. B.A. or B.S. degree preferred. Experience using computers, software and Internet required. Office administration experience, preferred.

LANGUAGE SKILLS: Must demonstrate professional level oral and written communications skills including grammar.

MATHEMATICAL SKILLS: Must be competent in general math.

TECHNICAL SKILLS: Must possess knowledge of general office procedures and bookkeeping. Must take pride in and be thorough in quality of work produced; must be able to use general office equipment including office PC, copier, telephone, facsimile machine, etc.

REASONING ABILITY: Must possess excellent interpersonal and supervisory skills; be a team player and interact collegially with co-workers and other constituencies; be able to exercise initiative, work independently and use independent judgment in unusual or new situations; be able to retain confidential information; possess excellent attention to details.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must be able to spend prolonged periods of time working on an office PC; able to reach, lift to 20 pounds, travel throughout office to use other office equipment; must be able to hear and make self heard by co-workers and other constituencies; must be able to see to process work that the position is responsible for completing; must be able to work under deadlines with constant interruptions. Must be able to meet regular and predictable attendance standards.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties are performed in an environmentally controlled office setting.

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

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