Executive Assistant to Associate Provost Faculty Affairs

Otterbein University is seeking a detail-oriented, highly organized Executive Assistant to the Associate Provost for Faculty Affairs to provide comprehensive administrative and clerical support to the Associate Provost and to ensure the efficient daily operations of the Office of Faculty Affairs. This role plays a key part in supporting the academic mission of the University by coordinating critical processes related to faculty records, reviews, contracts, governance committees, and academic operations.

The Executive Assistant also serves as office manager for the APFA’s Office and supports communication, scheduling, and workflow that impact academic programs across the institution.

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

• Provide comprehensive administrative support to the Associate Provost, including maintaining calendars, scheduling appointments, arranging meetings, and monitoring phone calls and emails when requested.
• Handle all incoming and outgoing correspondence and draft letters, memos, agendas, minutes, and other documents.
• Ensure efficient daily operations of the Office of Faculty Affairs, serving as the primary point of contact for internal and external stakeholders.

• Prepare agendas, record minutes, maintain records, and process correspondence for designated committees and meetings.
• Serve as liaison between the Sabbatical Leaves Subcommittee, the Faculty Scholar Development Committee, and the Associate Provost, tracking and processing associated records.

• Manage data collection for part-time faculty contracts, full-time faculty overloads, and all summer faculty contracts for approval by the Associate Provosts.
• Prepare and distribute faculty contracts through FLAC (Faculty Load and Compensation) and submit contract data to the Payroll Office.
• Maintain supervisory records for faculty, administrators, and staff reporting to the Associate Provost.
• Maintain all records related to tenure, interim-tenure, promotion, renewal, and post-tenure review processes.
• Distribute annual Faculty Performance Evaluation and Assessment materials.
• Distribute annual department review rotation schedules provided by the Provost’s Office.
• Monitor the faculty review process and coordinate post-tenure review processes.

• Oversee the advertising and hiring process of new faculty and administrative staff within Academic Affairs.
• Support the Chair and Program Director selection process and assist the Provost’s Office with maintaining the Chairs database.

• Monitor and maintain all budgets for the Office of the Associate Provost and academic departments, referencing the Banner system.
• Process purchase orders, payment vouchers, expense reports, and reconcile monthly credit card statements.

• Manage the Faculty Teaching Awards process, including maintaining portfolios for review committees.

• May supervise student employees.

• Perform additional tasks as assigned.

Applicants must possess:

• Bachelor’s degree
• Minimum of four years of office experience, preferably in an academic setting.

Candidates must demonstrate:

• Strong interpersonal and communication skills, including proficiency in written and verbal English grammar.
• Ability to compose, edit, and proofread correspondence and written materials.
• Competency in general math.
• Proficiency with general office equipment and Windows-based software, including Microsoft Word and Excel.
• Ability to learn and adapt to new technologies and software systems.

The position requires the ability to:

• Strong attention to detail, excellent organizational skills, and ability to multitask efficiently.
• Ability to exercise sound judgment, take initiative, and work both independently and collaboratively.
• Ability to maintain confidentiality with sensitive information.

• Spend prolonged periods working on a computer and telephone.
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