Administrative Assistant

Location : Westerville, OH

Job Type: Support Staff

Job Number: 00449

Division: Academic Affairs

Department: Psychology

Opening Date: 11/26/2025

DESCRIPTION

Otterbein University is in search of an Administrative Assistant in the Psychology department. This is a non-exempt, full-time position working 42 weeks a year (academic year). The incumbent will be responsible for performing a variety of administrative, secretarial, and clerical duties to support the teaching and other university responsibilities of the department chair and other full and part-time faculty members by performing the following duties:

JOB RESPONSIBILITIES

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Serves as department receptionist, assisting students, faculty and visiting prospective students/families.

Uses computer to schedule meetings and produce correspondence, exams, syllabi, reports, minutes, department materials, flyers, display and promotional materials, and PowerPoint presentations.

Assists faculty in instructional duties by acting as assistant in Brightspace courses, proctoring make-up tests in the office, locating journal articles and videos, reserving rooms, processing scantron test forms, canceling classes, placing equipment/supply orders for teaching and research purposes.

Prepares and submits expense reports for faculty and students, prepares and submits monthly expense reports for department credit card(s), prepares payment vouchers for external expenses and reconciles and maintains department budget via Self Service Banner.

Maintains Psychology Majors Forum in Brightspace: posts announcements, job/internship opportunities, graduate school information, updates users list annually, updates posted resources, as needed.

Assists with planning of Psychology Department annual social and informational events

Schedules department meetings. Takes and prepares minutes for all department meetings.

Maintains departmental files, handles confidential information.

Maintains student jobs posting boards on Psychology Majors Forum for community/external job opportunities.

Facilitates all room reservation requests for department classes and events.

Assists Institutional Review Board chair by processing applications and maintaining the IRB database and files.

Oversees the management of Sona Systems, the Psychology Department online research subject pool.

Takes and produces meeting minutes for select faculty committees on which department faculty serve as chair (e.g., Personnel).

Purchases office and lab supplies and maintains inventory of psychological testing materials.

Opens and sorts mail for department, answers phones and relays messages or directs caller to appropriate individual/office.

Oversees the maintenance needs of the physical office space (internal and external) and office equipment.

Schedules faculty meetings for visiting prospective Psychology students, coordinates department visit packets, coordinates department mailings to prospective Psychology students.

Provides administrative support to Psi Chi faculty advisor: determines eligible students annually, assists with student membership communication, assists with membership induction ceremony event preparation.

Provides administrative support for student travel to conferences (e.g. Midwestern Psychological Association, MPA) and travel courses taught by Psychology faculty: assists with course promotion, class communication, travel reservations and arrangements, expense reimbursement.

Provides administrative support to program directors, when Psychology faculty members hold program directorships (e.g., Honors)

Requests examination and desk copies of textbooks from publishers.

Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES: Hires, trains, develops schedules and supervises department Work Study students.

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: Bachelor's degree or equivalent preferred. Experience with office-based computer software.

LANGUAGE SKILLS: Must demonstrate excellent verbal and written English skills including grammar.

MATHEMATICAL SKILLS: Must be competent in general math.

TECHNICAL SKILLS: Must be familiar with on-line computer systems. Knowledge of general office procedures. Strong interpersonal and supervisory skills. 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 attention to details; must be a team player and interact collegially with co-workers and other constituencies. Must possess excellent customer service skills. Must possess strong organizational skills and be a team player. Ability to exercise initiative and independent judgment in unusual or new situations. Must be able to work independently and must retain confidential information.

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.

While performing the duties of this job, the employee is frequently required to talk or hear, sit, reach and use repetitive motions of hands and wrists. The employee is occasionally required to stand, walk, stoop or bend. The employee must occasionally lift and/or carry up to 20 pounds and occasionally push and/or pull up to 20 pounds. This position requires close vision. 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.

SUPPLEMENTAL INFORMATION

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 University's 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.

To help attract a talented team, Otterbein offers a comprehensive benefits package to full-time faculty and staff.

Benefits at Otterbein include:

Tuition benefit for employee and their dependents

Accrue 4 weeks paid vacation and 10 days paid sick time per year

12 paid holidays plus bonus days

Medical, dental, vision, life insurance for employee, dependents, or domestic partner

Disability

Defined contribution retirement plan

and much more

ABOUT OTTERBEIN UNIVERSITY:

ABOUT OTTERBEIN CAREERS and BENEFITS: