Administrative Assistant

Location : Westerville, OH
Job Type: Support Staff
Job Number: 00407
Division: Academic Affairs
Department: Student Success & Career Dev
Opening Date: 05/14/2025

DESCRIPTION
Otterbein University is in search of an Administrative Assistant in the Student Success & Career Development department. This role provides reception services and superior customer service for Student Success & Career Development (SSCD) and Office of the Registrar Teams. Works as a member of the SSCD team by providing frontline department support, fielding constituent inquiries, assisting with various technological platforms, tracking and managing data, and supervising student assistants. This is a full-time, non-exempt position working 40 hours a week, 52 weeks a year.

JOB RESPONSIBILITIES

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Office Support

• Provides superior customer service to all parties while at the same time representing both Otterbein University, SSCD, and the Office of the Registrar in a highly professional manner. Facilitates positive and compassionate responses to the needs of each customer
• Serves as receptionist at the front desk to all guests who visit the SSCD & Registration office suite (students, faculty, parents, employers, alumni, etc.)
• Serves as the frontline for the SSCD phone and email including both the department email and specific email boxes for SSCD functional areas
• Schedules appointments for all SSCD team members and manages appointment check-in, etc. in the office
• Manages routine student record changes, such as major changes, through the Banner student information system
• Hires, trains, and supervises student employees for the department
• Maintains the organizational capacity of the general office environment, handles all incoming/outgoing mail, and manages and orders department supplies
• Manages department invoices, payment vouchers and departmental credit card
• Learns, maintains, and updates all online resources for students, alumni and employers, including but not limited to: SSCD department website, Handshake, Self-Service Banner, EAB Navigate, FOCUS2.
• File, scan documents, operates office equipment, identifies and suggests areas for process improvement
• Maintains a working knowledge of Family Educational Rights and Privacy Act (FERPA)
• Serve as a member of the SSCD team and assist with additional programs, events, and projects that support the department

Specific Functional Area Support:
Orientation:

• Manages the registration process for Otterbein orientation programs

Retention:

• Manage all inbound Cardinal Concerns. Manage alerts and flags within the EAB Navigate system.
• Provides administrative support for the Academic Hearing Board in collaboration with the Assistant Provost

Experiential Learning:

• Assists with the data management and tracking for the Otterbein READY program
• Provides administrative support to Otterbein READY Day

Data Processing, Tracking, and Management

• Records and tracks a variety of department data including, but not limited to: program/event attendance, walk-in and advising appointments, assessments, outcomes surveys, and other annual report metrics.
• Compiles department data and creates a variety of reports
• Formulates appointment, usage, and other statistics

SUPERVISORY RESPONSIBILITIES: Student employees
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: High school diploma or equivalent and three or more years of related experience required.
CERTIFICATES, LICENSES, REGISTRATIONS: N/A
CORE COMPENTENCIES: Must exercise a high degree of initiative, independent judgment and flexibility. Must be a creative problem solver with a keen eye for ways to improve efficiency. Ability to exercise sound judgment in unusual or new situations in dealing with confidential information. Must possess excellent attention to details and complete tasks effectively and efficiently; must be a team player and interact collegially with co-workers and other constituencies.
LANGUAGE SKILLS: Must demonstrate competency in verbal and written English skills including grammar.
MATHEMATICAL SKILLS: Must be competent in general math.
TECHNICAL SKILLS: Strong computer literacy, especially Word, Excel, Publisher, Google Docs and database management.

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 is an Equal Opportunity Educator and Employer.
Otterbein University is committed to providing a welcoming environment free from unlawful discrimination. To this end, the University prohibits any form of discrimination against any person on the basis of race, color, sex, gender, pregnancy, religion, creed, marital status, partnership status, age, sexual orientation, gender identity, gender expression, national origin, disability, military status, or any other legally protected status in its programs and activities. However, the University's commitment to a nondiscriminatory environment is not intended to abridge unduly its commitment to academic freedom, free speech, or its educational mission. Inquiries or complaints regarding any form of discrimination or harassment may be directed to:

Molly Miller

Director of Human Resources
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: