What are the responsibilities and job description for the Senior Administrative Assistant position at Ohio Northern University?
Posting Details
Posting Number:
S000681
Posting Type:
External - Open to All Applicants
Job Title:
Senior Administrative Assistant
Position Title:
Senior Administrative Assistant
Position Type:
Support Staff
Classification:
5
Department:
Academic Affairs
Benefits Summary:
Benefit package includes: Medical, Dental, Vision, and Prescription insurance, Life insurance, Workers’ Compensation insurance, Unemployment insurance, and Total Disability insurance. Retirement: The University contributes 4% of the regular salary with up to 3% additional in matched contributions into the TIAA Retirement Program. Other benefits include tuition remission for employee, spouse, and employee’s dependent children under the age of 25 (this does not include the last two year of the PharmD program or the JD). Employees receive two weeks of vacation until five years of service, three weeks of vacation until 10 years of service, and four weeks of vacation after 10 years of service, two weeks of sick leave, and three days per year of personal leave.
Pay Band:
Job Summary:
This position is primarily responsible for supporting the functions of the office. Several key tasks include managing the office main phone line and calendar, greeting guests and directing inquiries, maintaining and organizing office files and electronic records, and maintaining office budgets and equipment.
Scope:
Support the office of Academic Affairs by applying expertise in office management through the performance of clerical work and administrative tasks.
Principal Responsibilities
- Provides clerical support to the Office of Academic Affairs Administrators and staff through scheduling, directing communications, coordinating with other campus departments, and effectively communicating with administrators, faculty, staff, and students.
- Manages the Provost’s calendar, including setting up meetings, working with multiple stakeholders to resolve calendar conflicts, scheduling committees, organizing travel arrangements, and providing timely schedule reminders to the Provost.
- Performs receptionist area function for the Provost’s and President’s Suite; greets visitors and guests. Maintains the cleanliness of reception area and restocks supplies.
- Answers the administrative office’s main line and responds to general information calls, transfers calls, and/or takes phone messages.
- Provide first-level assistance and information in response to general requests and /or inquiries received in person, by telephone, or by email.
- Manage the tracking and timeliness of the Office of Academic Affairs’ academic cycle tasks through maintaining and updating task checklists and task trackers.
- Support the collaborative culture of the Academic Affairs Office by providing administrative support when needed to the President’s office, Legal Counsel, Accessibility Services, Career Services, and other areas that report to the Provost and Associate Provost.
- Assist with correspondence by typing, proofreading, editing, and finalizing confidential correspondence.
- Organize and maintain all office files and electronic records, including making copies, scanning documents, receiving electronic documents via email, filing documents in hard copy files, and files on the Office of Academic Affairs private data storage drive (p drive).
- Generate reports from various databases and create documents based on the information from these databases.
- Maintain budget records and perform financial duties for the office, including making and tracking purchases, budget transfers, creating reports, purchase requests, check requests, and managing the office credit card and reconciliation reports.
- Update and manage content on unit webpages.
- Moderate the faculty and staff listserv.
- Maintain office equipment, track supply inventory, and prepare requisitions for office purchases and/or services.
- Become familiar with and apply a variety of procedures, policies, and precedents integral to the operation of the Office of Academic Affairs.
- Maintain strict confidentiality as this position is regularly exposed to sensitive information and the incumbent is expected to keep all such information strictly confidential.
- Other duties as assigned.
Required Skills:
- Solid proficiency in Microsoft Office products (Word, Excel, Access or other database software).
- Solid proficiency in Google Docs and Google Sheets.
- Knowledge of standard office policies and procedures.
- Strong organizational skills and the ability to implement a plan of action to accomplish work tasks while distinguishing between higher and lower priorities to meet multiple deadlines.
- Strong written and verbal communication skills allow for ease in discussing issues of moderate importance with higher officials through cooperation, explanation, and persuasion.
- Ability to perform successfully as part of a team by contributing toward achievement of common goals.
- Ability to engage in critical thinking with exceptional attention to detail and accuracy.
- Proven dedication to a client-focused service.
Minimum Qualifications:
- High School Diploma or GED
- Two years of similar office experience
Preferred Qualifications:
- Associate’s Degree or two-year college equivalent
- Three or more years of similar office experience
- Experience with databases
- Higher Education experience
- Workday Experience
EEO Statement
ONU is an equal employment opportunity employer. Accordingly, no person shall be discriminated against on the basis of race, color, sex, gender identity, transgender status, religion, national origin, age, disability, sexual orientation, marital status, military or veteran status, genetic information or any other category protected by federal, state, or local law. This policy applies to all areas of employment including recruitment, hiring, training and development, promotion, transfer, compensation, benefits, discipline, separation and other terms, condition and privileges of employment.
College Description:
Appointment Length:
12-months
Closing Date:
05/31/2026
Open Until Filled
No
Special Instructions to Applicants:
Persons invited to interview will be asked to complete a short skills assessment.
Status:
Full-Time