Academic Administrative Assistant

Location : 1 S Grove St, Westerville, OH
Job Type: Support Staff
Job Number: 00495
Division: Academic Affairs
Department: Biology & Earth Science
Opening Date: 05/28/2026

DESCRIPTION
Otterbein University is seeking a detail-oriented and highly organized Academic Administrative Assistant to provide comprehensive administrative support to the Biology and Earth Science and Chemistry departments. This position plays a critical role in supporting faculty, students, and departmental operations through high-level administrative, secretarial, and clerical responsibilities.

This is a non-exempt position, working ¾ time (37.5 hours per week) for 10 months, and half-time during the summer. The role is under the general supervision of the Biology and Earth Science Chair and the Chemistry Chair.

RESPONSIBILITIES
Administrative & Office Support

• Serve as the receptionist in the main office for Biology and Earth Science and Chemistry.
• Answer telephones, route calls appropriately, and take messages.
• Greet students and visitors and direct them to appropriate faculty or offices.
• Assist students and prospective students with scheduling appointments with faculty members.
• Process incoming and outgoing mail.
• Orient and serve as a liaison to adjunct faculty.

Budget & Financial Administration

• Oversee departmental budgets for Biology and Earth Science, Chemistry, Aquarium, Zoo & Conservation Science, Biochemistry & Molecular Biology, and Environmental Studies programs.
• Track departmental purchases to ensure expenses align with approved budgets.
• Reconcile budgets using the Banner system.
• Prepare purchase orders and payment vouchers.
• Reconcile faculty and staff credit card charges on a monthly basis.
• Maintain records and timesheets for work-study and non-work-study student employees.
• Supervise student employees, as appropriate.
• Receive and process payments and correspondence related to supplies sold to students.
• Handle scholarship funds and goods.

Academic & Student Support

• Serve as a proctor for make-up examinations as requested.
• Grade exams using the Data Link Connect (Scantron) system, as requested.
• Access Banner to obtain class schedules, student schedules, and student information.
• Disseminate information to students, faculty, and staff via postings and electronic communications.

Communication & Information Management

• Organize and administer office computer systems utilizing Word and Excel.
• Compose departmental newsletters, recruiting materials, web pages, annual calendars, and sample curricula in consultation with faculty and staff.
• Organize and maintain departmental files related to faculty, staff, students, and course materials.
• Maintain student and alumni records.
• Maintain inventory of equipment, keys, books, and other items checked out through the department offices.

Facilities, Equipment & Operations

• Oversee proper coding, operation, and maintenance of copy machines and office equipment.
• Coordinate with service departments and housekeeping to maintain facility appearance and functionality.
• File work orders for scheduled maintenance and repairs.

Departmental Coordination & Events

• Coordinate preparation and distribution of departmental budget reports.
• Prepare agendas for departmental meetings, attend meetings, and record minutes.
• Assist department chairs with course scheduling for upcoming academic years.
• Collect syllabi for Academic Affairs, the Integrative Studies Office, and other academic offices.
• Order desk copies of textbooks and serve as a liaison between academic departments and other campus offices.
• Coordinate departmental events including seminars, lectures, the Senior Research Symposium, and social events as requested.

Supervisory Responsibilities

• May supervise student workers, as applicable.

Other Duties

• Perform additional duties as assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform the essential duties described. The qualifications below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience
Applicants must possess:

• A high school diploma or equivalent.
• Three (3) or more…