Otterbein is seeking an Executive Administrative Assistant for Academic Affairs who will provides administrative and clerical support to the Office of Academic Affairs under the supervision of the Office Manager, Academic Affairs, and the Provost & Senior Vice President.

• Maintains calendars, schedules appointments, arranges meetings and coordinates travel arrangements for the Provost and Senior Vice President, and other office personnel as requested.
• Provides support for special projects related to the division of Academic Affairs, utilizing technology tools as appropriate (Qualtrics, Microsoft Forms, e-portfolio, data collection, scheduling tools, etc.
• Coordinate the event planning for the End of Year Celebration for the Academic Affairs division.
• Assist the Coordinator for Gen Ed & Curriculum with special events as needed. This includes, but is not limited to, Fall Faculty Conference, Academic Honors Convocation, Spring Great Expectations Conference, Vernon Pack Scholar Lecture Series, Science Lecture Series, Krendl Lecture Series.
• Processes all expense reports, credit card expense reconciliation, and payment vouchers for business related to the Academic Affairs office and the Provost.
• Manages the process and maintains the electronic collection of course syllabi.
• Manages the collection of student internship paperwork and processes stipend requests for related faculty
• Assists the Office Manager with distributing campus wide communications, maintenance of the electronic calendar, personnel distribution list, organizational chart divisional and other staffing needs related to the division of Academic Affairs.
• Assist the Office Manager and Associate Provost for Faculty Affairs with tracking of teaching specific duties and employee obligations related to the faculty merit compensation system.
• Develops and maintains websites as related to committees supported and in support of the office and division, including forms development.
• Serves as receptionist at the front desk.
• Create and distribute the weekly Academic Affairs newsletter during the Fall and Spring semesters.
• Assists all personnel in the daily routine of the Academic Affairs Office, providing both administrative and clerical support.
• Responsible for monitoring and maintaining office equipment in working order, such as the phone system, laser printer, copier and fax machine.
• Orders office supplies, maintains inventory and submits work orders for the Office via the online system for Service and Telecom needs.
• Supervises student office personnel, who assist within the Academic Affairs and associated offices. This includes all hiring process, management, and project creation, delegation, and instruction.

SUPERVISORY RESPONSIBILITIES: Supervises student employees including management of their time and projects (including those assigned by others in Academic Affairs, and the President’s Office).

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: Must possess a bachelor's degree and have a minimum of four years of office experience, preferably in an academic setting.

LANGUAGE SKILLS: Must possess strong interpersonal and communication skills including competency in verbal and written English grammar. Must have strong ability to compose, edit, and proofread correspondence and other written documents.

TECHNICAL SKILLS: Must take pride in and be thorough in quality of work produced; must be able to use general office equipment including copier, telephone, facsimile machine, etc. Required: typing, proficient computer skills including Microsoft Office Word and Excel (including mail-merges), internet, email, electronic calendar. Preferred: PowerPoint, Publisher and Access. Must have the ability to learn and adapt to various computer programs and use technology as appropriate to complete a task.

REASONING ABILITY: Must possess excellent attention to details; must be self-motivated and a team player and interact collegially with students, faculty, parents, staff and administrators; must be able to exercise sound judgment in unusual/new situations. Must be exceptionally well-organized, resourceful, exercise initiative and able to multi-task efficiently. Must be able to keep confidential information.

Otterbein University is an Equal Opportunity Educator and Employer.

UNIVERSITY SUMMARY: Historically progressive and building. That is the hallmark of Otterbein University and those connected to this private university nestled in the picturesque, historic Uptown Westerville district in central Ohio and minutes away from Columbus, Ohio’s largest city. Otterbein has set the pace by providing an educational experience that is progressive, innovative, and inclusive. Students come from towns throughout Ohio, as well as many states and multiple countries, enriching the campus through their individual and collective diversity. As a university that educates students of various racial, ethnic, and cultural backgrounds, we strive for and value a diverse faculty and staff that reflects our student population and Franklin County.

Otterbein has been selected as one of 23 universities across the US and the first in Ohio to host a Truth, Racial Healing and Transformation Campus Center . Otterbein will work with its own campus community as well as the Columbus City and Westerville City school districts to create positive narrative change about race; promote racial healing activities; and erase structural barriers to equity and opportunity.

For more information about Otterbein University and benefits, please visit https://www.otterbein.edu/about/careers