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Administrative Program Specialist
Job Description
Position Details
Position Information
| Department | Mathematics (SMT) |
|---|---|
| Classification Title | Administrative Program Spec |
| Job Title | Administrative Program Specialist |
| Appointment Type | Classified Staff |
| Job Location | Corvallis |
| Position Appointment Percent | 100 |
| Appointment Basis | 12 |
| Pay Method | Hourly |
| Pay Period | 16th - 15th of the following month |
| Pay Date | Last working day of the month |
| Min Salary | $18.92 |
| Max Salary | $28.59 |
| Employment Category | Regular |
| Position Summary | This recruitment will be used to fill one full-time Administrative Program Specialist position for the Department of Mathematics in the College of Science at Oregon State University (OSU). This position is responsible for working with faculty and the Mathematics Graduate Director to determine and manage the direction of the Mathematics graduate program. The primary mission of the OSU Mathematics Department is to provide a program of undergraduate, graduate, and postdoctoral education in mathematics and to conduct research and scholarly activities focused on areas of mathematics important to STEM fields. The department offers (H)BA, (H)BS, MA, MS, and PhD degrees in Mathematics. The department has about 50 faculty members (tenure-track and fixed term), 60 graduate students and approximately 250 undergraduate majors. Significantly more than 10,000 students enroll in Mathematics courses at all levels each year. OSU has an institution-wide commitment to diversity, inclusive excellence, and community. We actively engage in recruiting and retaining a diverse workforce and student body that includes members of historically underrepresented groups. We strive to build and sustain a welcoming and supportive campus environment. OSU provides leadership opportunities for people interested in promoting and enhancing diversity, nurturing creativity and building community. All employees are responsible for helping to maintain and enhance OSU’s collaborative and inclusive community that strives for equity and equal opportunity. The College of Science is deeply committed to upholding the values of anti-racism, diversity, justice, and equity - cornerstones of institutional and scientific excellence. Through our rich collection of people, ideas, and perspectives, we engage in a healthy, constructive dialogue to learn, inform our research and make discoveries. Our Diversity Action Plan (https://science.oregonstate.edu/diversity-plan ) informs our work to ensure all have equitable access to succeed in science, work to dismantle systems of oppression, embed equity in everything we do and create a climate or trust, understanding and inclusion. Departments in the College of Science provide a core instructional role at OSU, supporting ideals of learning, discovery, and engagement that are the foundation of a land-grant university. In addition, Mathematics has a large research enterprise and mission with internationally acclaimed faculty, graduate training, and research discoveries. |
| Position Duties | All COS employees are expected to demonstrate a commitment to diversity and inclusion, including efforts promoting equitable outcomes among learners of diverse and underrepresented identity groups. For further explanation of COS vision and principles, please see information on the COS Diversity Action Plan: https://science.oregonstate.edu/diversity-plan. 25% Mathematics Graduate Program Oversight Coordinate and manage projects to accomplish program goals: Review program progress with the Graduate Director and Department Head annually to recommend program goals and define recruiting and related program goals for the coming year. Develop and implement strategy for obtaining data to measure graduate program performance so that the department can fulfill its mission to provide inclusive graduate training that is responsive to professional trends. Research peer institutions and national trends in graduate education; report findings and recommend changes to the Graduate Committee. Provide guidance to faculty and graduate students on department, college and university policies and procedures. Interpret and apply department, college, and university regulations and procedures related to academic programs in both routine and non-routine situations. Implement recommendations approved by the Graduate Director and Graduate Committee; collaborate with the Graduate Director and Graduate Committee in developing long and short-range program goals by providing recommendations based on data and research collected about program performance and national trends in graduate education. Ensure continuity in leadership for the graduate program as faculty service roles rotate to new people. Track student enrollment on a term-by-term basis. Track student program progress on a year-to-year basis. Report results to the Graduate Director and the Graduate Committee. Carry out necessary communications, appeals, and petitions with other units, including the Graduate School, to ensure that the academic progress of graduate students is fully supported. Design and manage data collection and reporting procedures for academic program assessment. Report learning outcome assessment results, including the Graduate Learning Outcomes (GLO) to the Graduate School in compliance with requirements of the College of Science, the Graduate School, and university accreditation via NWCCU. Administer and ensure program compliance for all externally funded internships, fellowships, and scholarships. This includes programs in collaboration with the OSU Foundation, national laboratories, OSRAA, and other foundations (including GEM, HHMI, and others). Each of these appointments involves complex administrative details and interactions with multiple OSU business offices. Set up and follow up to ensure that these complex relationships are working as intended in order that student, institutional, and partner expectations are all met. Use local and national data sources to track and promote attainment of program diversity goals. Oversee and ensure record-keeping and confidentiality requirements in accordance with applicable university, college, and department policies. 25% Mathematics Graduate Program Recruiting Participate in graduate recruitment planning meetings with Graduate Director and program faculty; follow up and report as requested. Coordinate graduate program marketing materials, web presence, and recruiting event participation. Seek out partnership opportunities and provide liaison to other graduate programs, universities, and national organizations, including those devoted to diversification of mathematics graduate student cohorts locally and nationwide. Serve as primary contact for communication with graduate recruiting prospects and graduate admissions. Design and administer graduate admissions and associated record-keeping processes in alignment with Graduate School and Mathematics Graduation Committee policies and procedures for review and admission decisions. Coordinate scholarship and fellowship applications involving national, university, Graduate School, department, and OSU Foundation supported funding. Provide an inclusive, supportive and welcoming presence to program applicants, admitted students and other visitors. 20% Student and Faculty Support Assist graduate students and faculty with forming degree program committees, filing programs of study, and scheduling exams. Advise graduate students and faculty about applicable department, college, and university policies. Interpret policies and implement procedures in both routine and non-routine situations. Monitor academic progress of students on an annual basis and report to the Graduate Committee prior to GTA renewal decisions in early Spring. Administer GTA appointment and reappointment processes in accordance with Graduate Committee recommendations. Prepare and keep records of all approvals by the department head. Monitor salary progression requirements and other policy requirements stemming from the collective bargaining agreement with the graduate employee union. Assist graduate students and faculty in transitions from unsupported to GA and from GTA to GRA and vice versa; inform Scheduling Team of the availability of GTAs for instructional duties on a term-by-basis and as needed. Assist faculty and graduate students in gaining internship appointments, e.g. at national laboratories. Track and communicate relative to unit-level commitments related to internship appointments. 15% Mathematics Graduate Program Communications Maintain graduate program elements of the department website, including database of graduate degrees and career placement. Collect and display photographs of GTAs in department public spaces. Communicate with faculty and graduate students concerning matters of general importance and interest. This includes regular periodic communications surrounding annual program planning, Qualifying Exam result notification, and related academic issues. It also includes one-time sporadic communications concerning matters arising such as emergency disruptions that affect the Mathematics graduate program. 10% General Office Duties Receive and route calls and emails as necessary. Participate in general maintenance of the department website. 5% Other Duties Other duties as assigned. |
| Minimum Qualifications | Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR an equivalent combination of training and experience. One year of postsecondary education may be substituted for up to one year of the experience. |
| Additional Required Qualifications | A demonstrated commitment to diversity, equity and inclusion including a commitment to educational equity and to advancing the participation of diverse groups in science. This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. |
| Preferred (Special) Qualifications | Strong communication skills enabling clear and concise interactions with students, faculty, university staff, and the public. Strong computer skills including productivity and communication software (eg MS Office), internet research. Experience with Banner, CORE, and Drupal. Demonstrated ability to balance a diverse and varied workload, managing multiple projects and activities on overlapping timelines. |
| Working Conditions / Work Schedule | |
| This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. | No |
| This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. | No |
Posting Detail Information
| Posting Number | P03813CT |
|---|---|
| Number of Vacancies | 1 |
| Anticipated Appointment Begin Date | 11/01/2022 |
| Anticipated Appointment End Date | |
| Posting Date | 10/14/2022 |
| Full Consideration Date | 10/27/2022 |
| Closing Date | 11/10/2022 |
| Indicate how you intend to recruit for this search | Competitive / External - open to ALL qualified applicants |
| Special Instructions to Applicants | The closing date has been extended to increase the original applicant pool. To ensure full consideration, applications must be received by October 27, 2022. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants. Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions. Typically, the starting salary is at the lower end of the salary range. For additional information please contact: Name: Deanne Murray Email: Deanne.murray@oregonstate.edu Phone: 541 737 5135 OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program. OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community. This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement. |
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