Administrative Assistant

Administrative Assistant – Psychology Department

Otterbein University is seeking an Administrative Assistant in the Psychology department. This non‑exempt, full‑time position works 42 weeks a year (academic year). The incumbent will sample a variety of administrative, secretarial, and clerical duties to support the department chair, faculty members, and students.

• Serve as department receptionist; assist students, faculty, and visiting prospective students/families.
• Use computer systems to schedule meetings, produce correspondence, exams, syllabi, reports, minutes, department materials, flyers, promotional materials, and PowerPoint presentations.
• Assist faculty with instructional duties: act as assistant in Brightspace courses, proctor make‑up tests, locate journal articles and videos, reserve rooms, process scantron test forms, cancel classes, and place equipment/supply orders for teaching and research.
• Prepare and submit expense reports for faculty and students; maintain department budget via Self‑Service Banner.
• Maintain Psychology Majors Forum in Brightspace (post announcements, job/internship opportunities, graduate school information, update user lists, and posted resources).
• Assist with planning of Psychology Department annual social and informational events.
• Schedule department meetings; take and prepare minutes.
• Maintain departmental files and handle confidential information.
• Maintain student job posting boards on Psychology Majors Forum.
• Facilitate all room reservation requests for department classes and eventsli>
• Assist Institutional Review Board chair with processing applications and maintaining the IRB database and files.
• Oversee the management of Sona Systems, the Psychology Department online research subject pool.
• Take and produce meeting minutes for select faculty committees.
• Purchase office and lab supplies and maintain inventory of psychological testing materials.
• Open and sort mail; answer phones and relay messages or direct callers.
• Oversee maintenance needs of the physical office space and office equipment.
• Schedule faculty meetings for visiting prospective psychology students and coordinate department visit packets and mailings.
• Provide administrative support to Psi Chi faculty advisor: determine eligible students annually, assist with membership communication, and prepare for membership induction ceremonies.
• Assist with student travel to conferences, including promotion, communication, travel reservations and arrangements, and expense reimbursement.
• Provide administrative support to program directors when faculty hold program directorships (e.g., Honors).
• Request examination and desk copies of textbooks from publishers.
• Perform other duties as assigned.

Hire, train, develop schedules for and supervise department work‑study students.

• Education:
  
  Bachelor’s degree or equivalent preferred.
• Experience:
  
  Office‑based computer software proficiency.
• Language:
  Excellent verbal and written English skills, including grammar.
• Math:
  Competent in general mathematics.
• Technical:
  Familiar with online computer systems and general office procedures; proficient with office equipment (PC, copier, telephone, fax).
• Reasoning:
  Excellent attention to detail, strong customer service, independent judgment, and the ability to work confidentially.

The role requires repetitive use of hands and wrists, occasional standing and lifting up to 20 pounds, and close vision. Work is performed in an environmentally controlled office setting.

Otterbein University’s commitment to inclusion and belonging welcomes applications from all qualified candidates.

Otterbein University is an EEO Employer.