Office Manager

Office Manager

Oregon State University

Department: Sch of Mech/Ind/Mfg Engr (EMM)

Appointment Type: Professional Faculty

Job Location: Corvallis

Recommended Full-Time Salary Range: $44,496- $75,516

Job Summary:

The School of Mechanical, Industrial, and Manufacturing Engineering is seeking an Office Manager. This is a full-time (1.00 FTE), 12-month, professional faculty position.

The purpose of this position is to support and advise the Head of School in the management of the School of Mechanical, Industrial, and Manufacturing Engineering, in leading and managing school-wide administration, resource management, academic planning, and operations functions. The position requires collaboration with key administrative portfolios involving Academic Advising, Student Affairs, Financial Strategic Services, University Facilities, Infrastructure and Operations, and the Office of the Registrar. The role shares responsibility for the development and implementation of innovative school-wide plans to enable the School to deliver on strategic initiatives aligned with the College of Engineering and OSU strategic plans.

This position supervises the office staff responsible for administration duties, school records, purchasing, inventory, and financial records for the School. This position has authority to approve expenditures from E&G and OSU Foundation funds.

The work performed by the School Operations Manager is often highly sensitive and confidential, both in verbal and written form. Any breaches in confidentiality could be damaging. Tasks are often varied and change rapidly in scope and complexity over time.

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

60% School OperationsLead, manage, and take shared accountability for the operations and resources of the school, including oversight of the integration of administrative services and academic programs including, but not limited to, the development of the schedule of classes, teaching assignments, GTA allocation, scholarship administration, pre- and post-award research operations, and other operational and administrative duties as assigned by the Head of School. Advise faculty regarding University policies and procedures and serve as a resource regarding personnel and other university administrative issues. Authorize purchases and approval of invoices. Provide input into the development of the school budget and work closely with the School Head and Financial Strategic Services to share accountability for delivering budget targets and developing financial management capability across the School. Work with COE Marketing and Communications group to update the MIME website. Assist faculty with creating position descriptions and job postings. Serve as an HR Contact on matters relating to hiring, pay, benefits, and other employment matters. Coordinate with the Office of International Services to process F-1 OPT, J-1, H1-B visa information, permanent residency cases, and other international policies and procedures to include international scholar and graduate student visits.

30% Strategic InitiativesSupport and advise the Head of School in developing and implementing school-level strategy and operations. Develop, document, and help implement project plans and operating procedures to support School initiatives designed to improve the delivery of academic programs and research. Improve the operational systems, processes, and policies in support of business practices and organizational planning. Develop and maintain a strong understanding of the College of Engineering and University’s strategic plans and objectives to support and advise the School leadership.

5% SupervisionSupervise classified and unclassified office staff and student personnel. Supervision includes preparation of position descriptions and work plans, assigning and scheduling work, reviewing work, and performance appraisals. Lead and direct a work environment of collegiality and continuous review and improvement of business practices, operational processes, and service provision. Promote and approve professional development opportunities for assigned staff. Make decisions on hiring, termination, and pay adjustments. Inform employees of policies and procedures and OSU rules. Serve on various committees within the School and College.

5% Facilities ManagementSupport building management for Rogers Hall, Dearborn Hall, and Graf Hall and sub management of all facilities under MIME purview, to include current knowledge of Bureau of Labor Industries (BOLI) regulations for various COE buildings. Issue keys to faculty, staff, and students; work with telecom to request phones, long-distance phone cards, etc. Assign office space to incoming faculty, staff, visiting scholars, and graduate students.

What You Will Need

• Bachelor’s degree in a STEM discipline, business, management or related discipline
• 2-4 years of experience in managing a complex business unit
• Experience supervising and effectively motivating reporting staff
• Ability to work in a team setting with a professionals and stakeholders from multiple technical backgrounds
• Demonstrated experience in and the ability to understand and interpret budget reports.
• Experience in MS Office Suite, to include advanced proficiency in MS Excel.
• Experience working with and maintaining full confidentiality.
• Demonstrated ability to plan, implement, evaluate, and use critical judgment.
• Demonstrated ability to work in a fast-paced environment with changing priorities and multiple short-term deadlines.
• Excellent organizational skills
• Excellent customer service skills and professionalism.
• A 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.

What We Would Like You to Have

• Master’s degree in related field.
• System user experience in Elucian Banner, Workday or other enterprise resource planning software system.
• 5 + years of higher education experience which includes management, supervisory, and operations and budget responsibilities in an organization with diverse elements.

Working Conditions / Work Schedule

This position is located onsite in Corvallis, OR. Occasional evening and weekend work or travel may be required.

Special Instructions to Applicants

To ensure full consideration, applications must be received by 05/31/2024. 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.

When applying you will be required to attach the following electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

Starting salary within the salary range will be commensurate with skills, education, and experience.

For additional information please contact:

Andy Dong
dongan@oregonstate.edu

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/5225902

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