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: Bachelo…