Operations Specialist

Otterbein University is seeking an organized, service-oriented Operations Specialist to support the effective and efficient operation of the Office of Facilities Services. This role plays an important part in advancing university goalsespecially those related to strengthening campus infrastructureby delivering high-quality administrative support and ensuring smooth communication and workflow within the department.

This is a full-time, non-exempt position working 40 hours per week, 12 months per year.

Administrative & Office Support

• Answer phone calls and radio communications; take and route messages to appropriate staff or offices.
• Serve as receptionist, greeting visitors, contractors, and vendors, and directing them appropriately; maintain contractor and vendor logs.
• Dispatch labor force via radio or cell phone.
• Assist with UPS deliveries to campus and field general inquiries.
• Open and process incoming departmental mail.
• Prepare departmental invoices for coding and processing and archive invoices, contracts, proposals, and purchase orders.
• Assist with purchase order and contract processing and maintain communication with vendors and contractors.

• Approve and oversee requests for use of fleet vehicles.
• Distribute fleet vehicle keys, contractor building keys, and gas credit cards.
• Oversee campus key requests and assist with maintaining the campus-wide key database.
• Prepare monthly vehicle usage and gas usage reports.

• Maintain a complete and consistent work order database system.
• Maintain utilities and energy consumption databases.
• Copy, collate, and distribute various materials.
• Produce memos, letters, and reports for managers and the Executive Director.

• May assist in supervising student workers.

• Perform additional duties as assigned.

Education & Experience

• High school diploma required.
• 35 years of experience in customer service or an administrative coordinator position.
• 35 years of experience in an office setting preferred.

• Notary is helpful but not required.

• Professional-level oral and written communication skills.

• Competency in general math and basic business math.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher).
• Ability to use printers, copiers, telephones, computers, and general office equipment.
• Knowledge of database management and general business processes.

• Strong organizational skills.
• Ability to manage and prioritize multiple unrelated tasks simultaneously.
• High level of confidentiality, integrity, professionalism, and trustworthiness.
• Excellent customer service orientation and business acumen.

• Ability to establish and maintain effective working relationships.
• Ability to exercise initiative, independent judgment, and sound decision-making.
• Strong attention to detail; ability to prioritize and produce high-quality work.

• Frequent talking, hearing, sitting, reaching, and repetitive hand/wrist motions.
• Occasional standing, walking, stooping, or bending.
• Ability to lift and/or carry up to 20 pounds and push/pull up to 20 pounds occasionally.
• Requires close vision and consistent, reliable attendance.

• Work is performed in an environmentally controlled office setting.

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 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.