Administrative Manager (Internal Employment Opportunity)

Position Details

Position Information

Department Public Hlth/HumanSci Adm (HHS) Position Title Administrative Assistant To Job Title Administrative Manager (Internal Employment Opportunity) Appointment Type Professional Faculty Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Job Summary

This is an Internal Employment Opportunity.

The Student Success Center in the College of Health is seeking an Administrative Manager. This is a full-time (1.00 FTE), 12-month, professional faculty position.

This position reports directly to the Associate Dean for Student Services and Wellbeing (ADSSW) and provides primary support to the ADSSW. The position handles confidential administrative aspects of academic, student, staff and faculty matters and other executive actions by the ADSSW. This position is the primary support to assist the ADSSWW in the management of the day-to-day operations in the diverse and complex activities of the Office of Student Success in the College of Health (COH)

In the College of Health, we fight for health equity and health as a human right. We gather diverse experts and partners to pursue common goals, and we prepare the next generation of globally aware leaders and problem-solvers. We do this because it's the right thing to do - and because ensuring equitable access to health and tackling complex challenges takes each and every one of us.

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

50% Confidential Administrative Support

• Provides confidential executive support for the ADSSW. Confidential executive support duties include but are not limited to:

• Manages the ADSSW's calendar

• Prioritizes incoming meeting requests

• Schedules meetings and secures related space and technology requirements

• Coordinates and arranges the ADSSW travel

• Prepares materials in anticipation of the ADSSW's needs

• Recognizes and understands the ADSSW's role at OSU and organizational priorities

• Assists with confidential administrative aspects of faculty, staff and student employee hiring, personnel matters, faculty development and mentoring, and student issues.

• Manages short- to long-term special projects as requested by the ADSSW, including researching and understanding topics, gathering and synthesizing information, working with constituents as necessary and negotiating arrangements and outcomes.

• Represents the ADSSW in communications with constituents and directs individuals to appropriate resources. Reviews communications for consistency and accuracy. Makes editorial changes and/or recommendations for clarity of communications. Provide excellent and empathetic customer service while engaging in the administrative support duties for internal and external customers, for example, engaging in culturally appropriate and inclusive communication.

• Uses initiative, diplomacy, and good judgement in handling administrative matters, and interactions to maintain favorable public relations.

• Serves as a liaison for the ADSSW making decisions on routine matters in compliance with college and university policies and procedures.

30% Office of Student Success Operations

• Assists the ADSSW in the management of the day-to-day operations of the Office of Student Success (OSS).

• Acts as the ADSSW office operations officer in the execution of daily decisions involving general compliance with policies and procedures.

• Provides general office support such as ordering supplies and services, assists in making arrangements for faculty attending conferences, handles incoming/outgoing mail, coordinates printing and copying projects, and attends to faculty office needs such as computer/telephone/furniture.

• Coordinates with the COH operations team on small repair/maintenance projects as they emerge.

• Provides administrative support for the recruitment and hiring processes of personnel and student employees, including working with HR, scheduling interviews, arranging travel and lodging, coordinating catering, and other requests.

• Creates and maintains budget lists and spreadsheets and prepares reports associated with spending in the OSS.

• Uses applications such as Concur, Box and DocuSign, and possess a substantial knowledge of Microsoft software to provide support, respond to requests, and maintain student records while ensuring confidentiality of student data.

• Schedules routine group meetings and secures related space and technology requirements.

• Supports OSS personnel with procedural tasks as the discretion of the ADSSW.

15% Special Projects and Events

• Provides logistical support with events associated with the OSS such as START student orientation sessions, recruitment events, and student programming (e.g., OSU Welcome, COH graduation celebration, CATALYST Mentoring end-of-year celebration).

• Develop and maintain policies and procedures related to student employees.

5% Professional Development & Other Duties as Assigned

• Attends training and professional development.

• Carries out other duties as assigned by the ADSSW.

What You Will Need

• Bachelor's degree and experience providing administrative support to a leadership team member or administrator; OR equivalent combination of education and experience relevant to the position.

• Ability to communicate effectively and professionally with a wide variety of audiences.

• Ability to maintain confidentiality regarding sensitive information.

• Ability to work successfully with a diverse group of individuals.

• Ability to work effectively in a fast-paced environment with multiple tasks, shifting priorities, and frequent interruptions.

• Demonstrated ability to be organized, be detail oriented, and make critical judgements.

• Training and/or experience in operations of computer software applications.

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

• Experience working in higher education.

• Experience working with databases.

• Experience supporting or managing recruitment and hiring.

• Experience planning and coordinating events.

• General knowledge of OSU's and College of Health process and procedure

Working Conditions / Work Schedule

Availability to work during evenings and weekends as needed. Up to two days a week of remote work is negotiable.

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 Salary is commensurate with skills, education, and experience Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/141327

Posting Detail Information

Posting Number P08201UF Number of Vacancies 1 Anticipated Appointment Begin Date 07/01/2024 Anticipated Appointment End Date Posting Date 06/20/2024 Full Consideration Date Closing Date 06/27/2024 Indicate how you intend to recruit for this search Competitive / Internal Special Instructions to Applicants

This is an Internal Employment Opportunity.

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

1. A resume; 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.

For additional information please contact:

Adriana Harper

adriana.harper@oregonstate.edu

541-737-2002

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