Executive Assistant to the Associate Provost for Faculty Affairs

Executive Assistant to the Associate Provost for Faculty Affairs

Job Type: Support Staff
Job Number: 00463
Location: Westerville, OH
Division: Academic Affairs

DESCRIPTION


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.

RESPONSIBILITIES


Administrative Support & Office Management

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.

Committee & Meeting Coordination

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.

Faculty Contracts, Records & Review Processes

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.

Faculty Hiring & Academic Affairs Support

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.

Budget & Financial Administration

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.

Faculty Awards & Special Processes

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

Supervisory Responsibilities

May supervise student employees.

Other Duties

Perform additional tasks 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:

Bachelor's degree

Minimum of four years of office experience, preferably in an academic setting.

Skills & Competencies

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.

Reasoning & Professional Attributes

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.

Physical Demands

This role requires the ability to:

Spend prolonged periods working on a computer and telephone.

Lift up to 20 pounds occasionally and up to 5 pounds frequently.

Travel throughout campus to represent the department.

Work under constant deadlines and frequent interruptions.

Maintain reliable, predictable attendance.

Work Environment

Work is performed in an environmentally controlled office setting.

ADDITIONAL INFORMATION


At Otterbein, our comprehensive benefits package helps you thrive both professionally and personally, offering:

Generous tuition benefits for you, your spouse or domestic partner, and your dependents

Four weeks of paid vacation to relax, recharge, and explore

10 days of paid sick time to prioritize your health

12 paid holidays plus bonus days throughout the year

Comprehensive medical, dental, and vision coverage for you and your family

Life insurance for added peace of mind

A defined contribution retirement plan to help you plan for the future

Wellness initiatives

And even more ways Otterbein supports your success.

This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities. Other duties of a similar nature or level may be assigned.

Otterbein University's achievement of academic excellence depends on its commitment to inclusion and belonging. We welcome applications from all qualified candidates. Otterbein University is an EEO Employer.


To apply, visit https://www.schooljobs.com/careers/otterbein/jobs/5235144/executive-assistant-to-the-associate-provost-for-faculty-affairs






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