What are the responsibilities and job description for the Administrative Assistant/Academic Events Coordinator position at Otterbein University?
DESCRIPTION
Otterbein University is looking for an Administrative Assistant/Academic Events Coordinator. They will Provides administrative support to academic groups and committees and non-academic programs under the supervision of the Office Manager, Academic Affairs, and the Associate Provost for Curriculum, Teaching & Learning, and Mission (AP-CTLM). This is a part-time, non-exempt position that will work 20-hours a week, 52 weeks a year.
JOB RESPONSIBILITIES
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Administrative Duties:
- Assist with calendars and scheduling of appointments and meetings for the Associate Provost for Curriculum, Teaching & Learning, and Mission.
- Monitor phone calls and shared email accounts, handle incoming and outgoing correspondence, and draft letters/ memos and announcements for the Associate Provost for Curriculum, Teaching & Learning, and Mission, and other Academic Affairs staff, as needed.
- Assist the General Education Subcommittee in managing forms and documents, taking and distributing meeting minutes, and scheduling meetings.
- In conjunction with the Integrative Studies Program Director, provide administrative assistance and coordination of the INST program, including but not limited to approval of INST event requests, course schedule planning, assessment and budget support, and other administrative needs for the program.
Event Coordination/Planning:
- Coordinate the planning of Fall Faculty Conference and Spring Great Expectations Conference, in conjunction with the Executive Assistant for Academic Affairs, the Center for Teaching and Learning, and relevant committees.
- Coordinate the Signature Speakers Series, working with various staff members in the Academic Affairs division and other divisions as appropriate. This includes, but is not limited to, Vernon Pack Scholar Lecture Series, Science Lecture Series, and Krendl Lecture Series.
- Collaborate with the Honors Program Director to track students within the program, plan community-building events for Honors Program students, assist with planning of Honors Celebration Day, and other assistance as needed.
- Assist the Executive Administrative Assistant with the planning for Academic Honors Convocation and other events as needed.
SUPERVISORY RESPONSIBILITIES: None
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: Must possess a bachelor’s degree and have a minimum of four years of office experience, preferably in an academic setting.
CERTIFICATES, LICENSES, REGISTRATIONS: N/A
LANGUAGE SKILLS: Must possess strong interpersonal and communication skills including competency in verbal and written English grammar. Must have strong ability to compose, edit, and proofread correspondence and other written documents.
MATHEMATICAL SKILLS: Must be competent in general math.
TECHNICAL SKILLS: Must take pride in and be thorough in quality of work produced; must be able to use general office equipment including copier, telephone, facsimile machine, etc. Required: typing, proficient computer skills including Microsoft Office Word and Excel (including mail-merges), internet, email, electronic calendar. Preferred: PowerPoint, Publisher and Access. Must have the ability to learn and adapt to various computer programs and use technology as appropriate to complete a task.
REASONING ABILITY: Must possess excellent attention to details; must be self-motivated and a team player and interact collegially with students, faculty, parents, staff and administrators; must be able to exercise sound judgment in unusual/new situations. Must be exceptionally well-organized, resourceful, exercise initiative and able to multi-task efficiently. Must be able to keep confidential information.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must be able to spend prolonged periods of time working on an office PC; able to reach, lift to 20 pounds, travel throughout the office to use other office equipment; must be able to hear and make oneself heard by co-workers and other constituencies; must be able to see to process work that the position is responsible for completing; must be able to work under deadlines with constant interruptions. Must be able to meet regular and predictable attendance standards.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties are performed in an environmentally controlled office setting.
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
614.823.1805
miller95@otterbein.edu
