Administrative Assistant To The Director

Position Details

Position Information

Department Ag OR IPM Center (Ag) (AIP) Position Title Administrative Assistant To Job Title Administrative Assistant to the Director Appointment Type Professional Faculty Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Job Summary

The Oregon Integrated Pest Management Center (OIPMC) and Center for Small Farms & Community Food Systems (CSFCFS) is seeking an Administrative Assistant to the Director. This is a full-time (1.00 FTE), 12-month, professional faculty position.

The incumbent in this position will provide administrative support for the directors of two centers in the OSU College of Agricultural Sciences: Oregon Integrated Pest Management Center (OIPMC) and Center for Small Farms & Community Food Systems (CSFCFS). The position is located on OSU's Corvallis campus.

The Oregon IPM Center promotes and supports integrated pest management (IPM) for Oregon and the Northwest region for agriculture and non-agricultural sectors. We collaborate with Oregon's university researchers, Extension agents, producers, and state and federal agencies protecting Oregon's natural resources. Our primary goal is to serve as a one-stop hub of information regarding IPM research and Extension activities in our region. We strive to foster communication, participation, and engagement among IPM researchers, practitioners and partners to achieve economically sustainable pest management while reducing risks to human health and the environment.

CSFCFS is a transdisciplinary hub of Extension and engagement programs: Small Farms, Organic Agriculture, Dry Farming, Farm to School, Agricultural Tourism, Community Food Systems, Niche Meat Processor Assistance Network, Northwest & Rocky Mountain Regional Food Business Center, and the Letitia Carson Legacy Project. Our vision is that local and regional agriculture and food systems are resilient, accessible, and resilient. We are a catalyst for innovative solutions, collaborating with other programs and colleges at OSU, and with public agencies, NGOs, and the private sector.

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 comprehensive benefits package 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 Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

55% Administrative Management

• Communicate directives and information from the directors to faculty and staff affiliated with the center.

• Participate in development and implementation of policies, procedures, and practices of the centers.

• Manage center websites, social media, and other outreach materials.

• Plan center events (for example, field trips, small group meetings, larger meetings, workshops, conferences, etc.): scheduling, securing venues/catering/supplies, communication with attendees, expense reports, and other related tasks.

• Support center evaluation and reporting: co-develop and implement internal systems for data collection for evaluation metrics for the center and its programs and prepare annual and other requested reports for CAS and Extension leadership and external partners.

• Maintain and order supplies and equipment for the centers.

25% Director Support

• Performs confidential administrative support functions for the directors including managing, coordinating, and arranging for the director's travel, calendar, meeting arrangements, meeting preparation and tracking.

• Compose, edit, revise and provide input on correspondence, reports, presentations, and other communication materials led by the center directors.

• Serve as liaison on behalf of the directors with various internal and external units of the college and university, as well as external partners and stakeholders.

• Manage and provide support to directors for faculty and staff recruitments. This includes serving as the director's liaison with CAS Human Resources.

• Maintain confidential files and records on behalf of the director.

15% Financial management

• Assist the directors with center budget development, management, control and oversight. This includes being a liaison with Financial & Strategic Services office.

• Support center faculty with budget management and other sponsored programs. This includes being a liaison with Financial & Strategic Services and the CAS Research Office Proposals team.

• Coordinate fundraising activities and events, e.g., the annual Dam Proud Day.

• Support center faculty with grant proposal preparation and administration. Examples include compiling proposal documents before submission, keeping a calendar of funded grant report deadlines, and helping PIs compile reports.

5% Supervision

• Supervise student workers that occasionally work on projects for the Center.

Driving is required to plan, support, and attend occasional Center meetings and events that do not take place on the OSU campus.

What You Will Need

Bachelor's degree in Business Administration, Management, Public Administration or a related field.

At least 3 years of professional experience as an administrative assistant, administrative analyst, or administrative officer; at least 1 of these years must have included administration or oversight of an on-going project or program.

Demonstrated ability to plan, organize, evaluate, prioritize, manage, and meet deadlines.

Demonstrated ability to manage multiple project activities simultaneously.

Demonstrated ability to balance work between multiple teams, projects, or supervisors.

Excellent written and verbal communication skills.

Ability to maintain confidentiality over transactions involving personnel and other sensitive matters.

Demonstrated ability to make independent decisions and recommendations.

Demonstrated ability to take initiative and lead within an organization.

Ability to work effectively with internal and external partners with diverse backgrounds and life experiences.

Proficiency with Microsoft Excel or other spreadsheet software (such as creating formulas, data linking, filtering, conditional formatting, or similar).

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.

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

Experience with graphic and web design.

Experience with Canva or similar design applications.

Experience with event planning.

Experience with grants, budgets, and/or financial management.

Working Conditions / Work Schedule

A typical workday is M-F 8-5; occasional evening, early morning, and weekend work may be required to support events.

Pay Method Salary Pay Period 1st through the last day of the month Pay Date Last working day of the month Recommended Full-Time Salary Range $50,300-$55,500 Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/152131

Posting Detail Information

Posting Number P07941UF Number of Vacancies 1 Anticipated Appointment Begin Date 06/01/2024 Anticipated Appointment End Date Posting Date 04/04/2024 Full Consideration Date 04/19/2024 Closing Date 05/03/2024 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 April 19, 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.

Letters of Reference will be requested on finalists only. When applying, you will be asked to provide the email address and telephone number for three referees who will be sent a secure quicklink that will allow them to upload the requested letters of reference on your behalf.

For additional information please contact:

| Silvia Rondon

| Silvia.rondon@oregonstate.edu

| 541-314 3181

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 Background Checks website including the for 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.

Supplemental Questions