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Administrative Program Assistant

Oregon State University

Oregon State University

Department: College of Business Dept (BUS)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time Administrative Program Assistant position for the College of Business at Oregon State University (OSU).

This position supports programs and staff members within the Career Success Center (CSC) and Student Engagement. This position is responsible for the overall daily administration of program logistics. This position is responsible for the coordination of tasks involving Student Engagement and the CSC classes, office, and programs.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a https://hr.oregonstate.edu/benefits/prospective-employee with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

50% PROGRAM COORDINATION FOR OSU CAFE

• Provides on-site management to OSU’s Center for Advancing Financial Education, including day-to-day operations, staff scheduling, and supervision of CAFE peer mentors.
• Assists with training for CAFE peer mentors.
• Develops and delivers presentations to internal and external stakeholders and partners.
• Meets with members of the OSU community on topics related to paying for college, including understanding student accounts and billing, scholarship search strategies, and FAFSA/ORSAA information.
• Helps design and implement CAFE social media campaigns.
• Helps design and develop CAFE marketing materials, including both print and digital assets.
• Presents and tables at orientation workshops and events.
• Manages platforms including but not limited to Microsoft Teams, Bookings, and Airtable.
• Participates in ongoing training and professional development opportunities.

50% Program Coordination for Student Engagement

• Processes and tracks financial-related paperwork such as: invoices; cash deposits; supply and travel reimbursements; and credit card transactions.
• Orders supplies and equipment and maintains and tracks inventory. Organizes, implements, and maintains tracking systems and program records.
• Assists with event and meeting logistics (catering, marketing, parking, program/building tours, room/venue reservations, supplies, and transportation) for the following: internal/external guest meetings, and events. Events include workshops, presentations, and information sessions; tabling; career fairs; on-site interviews, etc.
• Serves as a liaison, point of contact, and general resource and referral regarding Career Success Center including clubs and university activities to guest speakers, alumni, advisory board members, students and family members, departments on campus and university employees, and internal and external partners.
• Collaborates on the coordination and delivery of communication strategy for This Week in Business newsletter and on screens throughout Austin Hall.
• Uses the University’s branding system to create event-related printed materials, flyers/posters, emails, reservations, brochures, and invitations for program, events, and classroom materials.
• Manages and provides technical support for platforms including but not limited to Handshake, Blackthorn, and Airtable, Microsoft Teams and Ideal-logic.
• Maintains university-required tracking and reporting on college-sponsored clubs and organizations and ensures COB implementation is in line with OSU policy.
• Provides support to clubs, including general advising of club policies and procedures and club recruitment and engagement strategies. Assists with club-related logistics club meetings, events and travel, including advertisement of events and guest speakers. Co-leads club quarterly meetings and annual leadership conference, engaging in strategic decisions and event coordination.

What You Will Need

• Event planning experience.
• Excellent communication skills (both written and verbal).
• Exceptional organization and collaboration skills.
• Strong competency with computers, specifically Microsoft Office Suites or equivalent, PowerPoint or equivalent, Excel.
• Ability to juggle multiple tasks and responsibilities, prioritize appropriately, pay careful attention to details, and meet deadlines.
• Ability to learn and work within OSU/OPU system.
• Ability to juggle multiple tasks and responsibilities, prioritize appropriately, pay careful attention to details, and meet deadlines.
• Ability to maintain professional decorum and show a high level of diplomacy with all students, university employees and program partners, both internal and external clients while providing excellent customer service.
• Ability to carry on in strict confidence and remain calm under pressure.
• Demonstrable commitment to promoting 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 University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.

What We Would Like You to Have

• Administrative experience in a university setting.
• Experience providing lead work to college age individuals.
• Previous experience working with student clubs and sponsored organizations.
• Previous experience assisting students with challenges related to paying for college.
• Excellent problem-solving skills and resourcefulness to find information and or solutions for possible scenarios that may arise.
• Knowledge of local vendors.
• Excellent proofreading skills.
• Ability to use design tools such as PowerPoint, Canva, etc.
• Experience in managing budgets.
• Strong competency with CORE or similar Customer Relationship Management (CRM) system, Salesforce, Adobe Acrobat, working knowledge of Outlook, Banner systems, and web and database experience.

Working Conditions / Work Schedule

This position typically staffs the office from 8am-5pm but may require weekend and evening hours to support events. The ability to travel/drive as needed for meetings and programs in the local area and potential travel to Portland, OR as needed for event and program support is required.

Ability to carry up to 15 pounds between university buildings is required.

Special Instructions to Applicants

To ensure full consideration, applications must be received by 05/26/2024. 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 this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact:

Name: Vaerine Bauder
Email: Vaerine.bauder@oregonstate.edu
Phone: 5417138040

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.

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

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/5225896

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