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Office Specialist 2: Office Coordinator

Oregon State University

  • Location: Corvallis, Oregon
  • Category: Other
  • Date Posted: January 27, 2023
  • Application Deadline: Open until filled

Job Description


This position is an important ambassador for the School of Chemical, Biological, and Environmental Engineering (CBEE): facilitating front-line reception and facilities access, and assisting the Office Manager in the day-to-day administrative, project management, and engagement needs of the school.
This position utilizes an in-depth knowledge of institutional, College, and School policies and procedures and will develop an understanding of school operations to effectively communicate policies and procedures, to meet deadlines while balancing a diverse set of responsibilities, and to work effectively with administrators, faculty, staff, and students. The position serves as a liaison for course scheduling logistics, participates in the development and implementation of process improvement and recommends changes to policies or practice based on data collected and analyzed. In addition, the incumbent supports process documentation as needed.
This position must demonstrate a strong commitment to professionalism to steward the school’s programs and relationships. Oregon State and CBEE are committed to building a community that is increasingly more inclusive, collaborative, and diverse. As such, we seek applicants who will broaden our capacity to serve diverse stakeholders and advance a welcoming and supportive environment.

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. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.

Summary of Benefitshttps://hr.oregonstate.edu/benefits/prospective-employee
To calculate our Total Rewards Package use this link: https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator

Position Duties

45% – ADMINISTRATIVE GENERAL DEPARTMENT SUPPORT
  • Ensures daily functioning of the school’s administrative office; serving as front-line reception by answering phone calls, greeting in-person visitors and managing office supply inventory and order processing.
  • Explains and clarifies rules, processes, and procedures to students, faculty and staff in accordance with School, College, and OSU policies and procedures.
  • Manages incoming and outgoing mail and packages. This includes assisting laboratories with certified and time-sensitive receipt of lab materials.
  • Coordinates office equipment operations, agreements and service; assists with copying, scanning, printing, and other support functions as needed.
  • Manages departmental conference spaces including schedule management and basic maintenance. Maintains school calendar of events.
  • Assists with meeting coordination which may include preparation of availability schedule, managing invites, coordinating catering and guest parking permits, and arranging other meeting materials.
  • Assists with planning and coordination of special projects and departmental events. Physically attends events on campus and off campus (including setup/teardown) to oversee their smooth delivery while interacting with stakeholders in a professional manner.
  • Assists with document preparation, data entry, and researching information; manages maintenance of confidential records and organizing and maintaining departmental files.
  • Provides statistical data for departmental reporting upon request; may include creating and administering surveys and compiling results as needed.
  • Maintains position manual as needed.

 

 
30% – STUDENT PROGRAMS SUPPORT
  • Serves as school liaison for course scheduling needs, including working with the college Schedulers to update the course catalog, coordinate term and exam schedules, update room assignments, and communicate grading and wait listing deadlines with instructors.
  • Provides quality assurance reviews of the Schedule of Classes each term before major registration deadlines by comparing curricular planning materials against published course schedules.
  • Schedules rooms for office hours and other needed advising support.
  • Provides current, informed assistance and information regarding registration processes, petitions, student record policies, and school curricula information.
  • Participates in new student orientations, provides support to graduate program coordinator and head undergrad advisor with special projects as needed to enhance student retention.
  • Orders textbooks for instructors; orders thesis binding and maintains thesis library.
  • Supports collecting and organizing statistical data for departmental academic reporting; coordinates student surveys; compiles information from surveys for students/alumni for feedback to the school for curriculum improvement and accreditation purposes.
  • Manage mailboxes and lockers for graduate students.
  • Facilitates student registration by working with Advising team to identify and remove conflicts.
 
15% – OPERATIONS SUPPORT
  • Coordinates departmental telecommunication needs.
  • Facilitates access to CBEE facilities; maintains Canvas training site and user records, oversees key and key card access; issues visitor badges; works with IT to ensure security access levels are properly assigned.
  • Processes courtesy, affiliate, and adjunct faculty appointments and honoraria.
  • Participates in the development and implementation of process improvement. Recommends changes to policies or practice based on data collected and analyzed. Supports process documentation as needed.
  • Supports the facilitation of and follow up on work orders and maintenance or repairs for office spaces and equipment.
  • Assists the Assistant to the School Head in performing basic website maintenance.
  • Coordinates with the Office Manager to plan and assign work of 2-4 CBEE student worker(s).
  • Provides administrative support for the Office Manager/Building Manager/Assistant to School Head as needed.
 
10% – OTHER DUTIES AND SPECIAL PROJECTS AS ASSIGNED

Minimum Qualifications

Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

Additional Required Qualifications

Demonstrated commitment to promote and enhancing diversity.
 

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.

Preferred (Special) Qualifications

  • Five (5) years of demonstrated progressive responsibility in an administrative environment.
  • Demonstrated competency using the Microsoft Office Suite; history of staying technically up-to-date and gaining proficiency with new software and digital tools.
  • Demonstrated experience operating and basic maintenance of office equipment (fax, printers, copy machine) and experience operating multi- line phones.
  • Experience with event planning and execution.
  • Experience with course or classroom scheduling management, such as Canvas and Live25Pro.
  • Proficiency with software used for data storage, digital record keeping, and online surveys, such as Adobe Pro, Banner, box, CORE, DocuSign, Qualtrics, or other similar systems.

Working Conditions / Work Schedule

The incumbent in this position opens the office at 8:00 AM and closes the office at 5:00 PM, Monday through Friday, typically with extended periods working on the computer, and must be available during peak periods associated with key deadlines and beginning/end of terms. Occasional evening and/or weekend work may be required to provide event support for school functions.
The employee in this position may be required to lift, carry, push, and/or pull objects (i.e. boxes, office furniture or equipment, office supplies, parcels, and/or event supplies, etc.) weighing up to 35 pounds.

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
P03980CT

Number of Vacancies
1

Anticipated Appointment Begin Date
03/01/2023

Anticipated Appointment End Date

 
Posting Date
01/23/2023

Full Consideration Date
02/03/2023

Closing Date
02/10/2023

Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants
To ensure full consideration, applications must be received by February 3, 2023. 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:
Jennifer Moore at jennifer.moore@oregonstate.edu

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. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

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