Operations Specialist

Location : Westerville, OH Job Type: Support Staff Job Number: 00465 Division: Business Affairs Department: Facilities Services Opening Date: 03/05/2026 DESCRIPTION Otterbein University is seeking an organized, service-oriented Operations Specialist to support the effective and efficient operation of the Office of Facilities Services. This role plays an important part in advancing university goals-especially those related to strengthening campus infrastructure-by delivering high-quality administrative support and ensuring smooth communication and workflow within the department. This is a full-time, non-exempt position working 40 hours per week, 12 months per year. RESPONSIBILITIES Administrative & Office Support Answer phone calls and radio communications; take and route messages to appropriate staff or offices. Serve as receptionist, greeting visitors, contractors, and vendors, and directing them appropriately; maintain contractor and vendor logs. Dispatch labor force via radio or cell phone. Assist with UPS deliveries to campus and field general inquiries. Open and process incoming departmental mail. Prepare departmental invoices for coding and processing and archive invoices, contracts, proposals, and purchase orders. Assist with purchase order and contract processing and maintain communication with vendors and contractors. Fleet, Key, and Resource Management Approve and oversee requests for use of fleet vehicles. Distribute fleet vehicle keys, contractor building keys, and gas credit cards. Oversee campus key requests and assist with maintaining the campus-wide key database. Prepare monthly vehicle usage and gas usage reports. Data Management & Documentation Maintain a complete and consistent work order database system. Maintain utilities and energy consumption databases. Copy, collate, and distribute various materials. Produce memos, letters, and reports for managers and the Executive Director. Supervisory Responsibilities May assist in supervising student workers. Other Duties Perform additional duties as assigned. QUALIFICATIONS Education & Experience High school diploma required. 3-5 years of experience in customer service or an administrative coordinator position. 3-5 years of experience in an office setting preferred. Certificates & Licenses Notary is helpful but not required. Language Skills Professional-level oral and written communication skills. Mathematical Skills Competency in general math and basic business math. Technical Skills Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher). Ability to use printers, copiers, telephones, computers, and general office equipment. Knowledge of database management and general business processes. Core Competencies Strong organizational skills. Ability to manage and prioritize multiple unrelated tasks simultaneously. High level of confidentiality, integrity, professionalism, and trustworthiness. Excellent customer service orientation and business acumen. Reasoning Ability Ability to establish and maintain effective working relationships. Ability to exercise initiative, independent judgment, and sound decision-making. Strong attention to detail; ability to prioritize and produce high-quality work. PHYSICAL DEMANDS Frequent talking, hearing, sitting, reaching, and repetitive hand/wrist motions. Occasional standing, walking, stooping, or bending. Ability to lift and/or carry up to 20 pounds and push/pull up to 20 pounds occasionally. Requires close vision and consistent, reliable 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 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:

Created: 2026-03-11