Office Specialist 2

Position Details

Position Information

Department Extension Communications (TEX) Classification Title Office Specialist 2 Job Title Office Specialist 2 Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Part-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary

This recruitment will be used to fill one part-time (approximately 25 hours per week) Office Specialist 2 position for the Division of Extension and Engagement's Communications and Marketing Unit at Oregon State University (OSU).

The Office Specialist 2 is a team member of the Division of Extension and Engagement's (division) communications and marketing unit and reports to the Administrative Manager.

The Office Specialist 2 is responsible for providing administrative support, which includes customer service, reception, marketing projects/events support and general administrative duties. This position also supports the unit by answering queries by phone/email, running reports, fulfilling publications/promotional materials orders, managing storage areas and collaborating with unit colleagues and the OSU Printing and Mailing staff.

About the division's communication and marketing unit:

The Extension Communications unit operates as an integrated communication and marketing team in support of the Division of Extension and Engagement and the statewide OSU Extension Service. The team collaborates with division leadership and colleagues to create educational, engaging and brand-aligned communications. This includes educational publishing, news and public affairs, marketing and branding, visual design and multimedia, web and content strategy, and executive and internal communication efforts. The team also offers advice, consultation and training for division employees in these areas. In addition, the team provides collaborative leadership for innovative and effective use of educational and communication technologies that support access to and engagement with OSU Extension.

About the division:

The Division of Extension and Engagement (Division) is core to Oregon State University's mission. The Division helps create real solutions and positive impact across Oregon and beyond. The Division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our Division and its core units and initiatives, please visit our website: https://engagement.oregonstate.edu/

OSU Extension programs, partnerships and volunteer opportunities are focused on:

• Healthy communities and economies

• Resilient and productive forests and natural ecosystems

• Sustainable agriculture, food systems and gardening

• Thriving youth, individuals and families

The Division has built the capacity and expectation for employees to use digital communications and technologies in the modern-day workplace. This reflects our demonstrable commitment to using digital communications tools and changing technologies as a primary way to raise Oregonian's awareness of and engagement with our organization, programs and resources.

Commitment to inclusive excellence:

OSU is committed to a culture of belonging and collaboration. We envision collaborative and respectful environments that are safe, inclusive and welcoming. All employees are responsible for achieving this commitment. This commitment includes, but is not limited to, complying with civil rights and language access regulations. Extension Communications employees are expected to use diversity, equity, inclusion and social justice frameworks in carrying out their responsibilities.

OSU Division of Extension and Engagement's Diversity, Equity and Inclusion:

https://extension.oregonstate.edu/about/diversity-equity-inclusion

OSU Work Life, Diversity and Cultural Resources:

https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources

OSU Mission Statement

https://leadership.oregonstate.edu/trustees/about-board/oregon-state-university-mission-statement

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

The Office Specialist 2 embeds the commitment of the university to inclusive excellence in all interactions and duties performed and contributes to a safe, welcoming and respectful learning and workplace environment.

As a team member in the division's communication and marketing unit, this individual helps ensure that OSU Extension's educational, informational and promotional communications content and efforts serve diverse populations, including those that have been historically marginalized and excluded from participation. Our communication efforts create opportunities for strengthening diversity, equity and inclusion and these activities will be included in annual goals, plans of work and summaries of accomplishments.

30% - Order Fulfillment and Inventory

Answers the unit's publication order phone lines and emails, records orders, makes referrals, and recommends appropriate alternative sources for information.

Processes transactions and fulfills orders involving the sales of Extension educational and promotional materials.

Corresponds with unit colleagues and the OSU Printing and Mailing department regarding costs and quantity of printed items.

Manages publications inventory by receiving publications, ensuring quality/counts are acceptable and accurate, stocking shelves and performing shelf counts. Performs fiscal year-end inventory count and adjusts in the inventory system as needed.

Reviews and updates records in the project management and inventory systems. Shares reports with applicable team members to provide current inventory/sales data.

Processes returns/exchanges.

Maintains publication storage areas, orders supplies and keeps workspace and storage spaces organized.

25% - Customer Service

Provides courteous, prompt and respectful customer service to internal and external customers.

• Internal customers include unit, division and OSU faculty/staff.

• External customers include vendors, marketing event collaborators and the public.

Serves as the general receptionist which includes answering main phone line and greeting faculty/staff, visitors and delivery personnel.

Directs/routes questions received in an online Q&A platform from the public to appropriate OSU Extension experts or monitors.

Provides support for photo search and photo sharing requests from division employees using our digital asset management software platform.

Monitors division email inbox and responds as appropriate.

20% - Marketing and Event Support

Manages promotional items inventory by stocking shelves and performing shelf counts. Performs fiscal year-end inventory count and adjusts in the inventory system as needed.

Maintains promotional items storage areas, orders supplies and keeps workspace and storage spaces organized.

Provides support for marketing events including preparing tabling items and staffing events as requested.

Manages check out process for marketing borrowable items and multimedia equipment.

Reviews and updates records in the project management and inventory systems. Shares reports with applicable team members to provide current inventory/sales data.

Participates in marketing support meetings and takes/shares meeting notes with the team.

Supports special marketing projects as assigned.

10% - Unit Support

Receives incoming deliveries of publications, promotional items and office supplies. Verifies quantity and quality of products received. Bundles, labels and moves items to storage as appropriate.

Retrieves daily mail. Prepares and processes outgoing mail including larger mailing projects with distribution lists.

Performs the unit all-staff meeting coordination: Reserves rooms, arranges/manages technology during the meeting, sends meeting invitation, prints agendas/handouts and takes meeting notes that are shared with unit employees.

Prepares written communications, email messages, administrative documents, and reports. These tasks include original writing.

Ensures that shared office supplies are stocked and organized. Orders office supplies through OSU's BennyBuy portal.

Ensures that shared office equipment is maintained and stocked, includes office copiers/printers, credit card machine, shipping label printers, etc. Empties recycling and shredding in copy room regularly. Disposes of packing materials and cardboard appropriately.

Performs content updates on the employee intranet webpages.

Submits work order requests to Facilities Services and Surplus Property as needed.

Participates on unit teams and projects.

5% - Safety Coordination

Responsible for floor monitor duties which include leading evacuation procedures as needed.

Provides safety tour of the unit and floor for new employees. The tour includes pointing out the location of fire alarms/extinguishers, automated external defibrillator (AED) and emergency exits and explaining the evacuation plan/map.

Participates in OSU and community-based safety training classes including floor monitor training, first aid, AED operation and cardiopulmonary resuscitation (CPR).

5% - Professional Development

Attends professional workshops and meetings to improve skills, expand knowledge, remain current with changing technology and network with others in the administrative profession.

Engages in opportunities to contribute to and learn about diversity, equity, inclusion and social justice - and their implications for administrative work.

5% - Other duties/projects as assigned

Performs other duties, including but not limited to, cross training on administrative support team tasks and providing backup as needed.

What We Require

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.

What You Will Need

• Demonstrated computer skills including experience with email, word processing and spreadsheets.

• Strong oral, written and interpersonal communication skills.

• Demonstrated excellent customer service skills and experience.

• Demonstrated excellent organizational skills and attention to detail.

• Demonstrated commitment to contributing to collaborative and respectful learning and working environments that are safe, inclusive and welcoming.

• Demonstrated ability to work independently with minimal supervision.

• Ability to work as a collaborative member of a team.

• Demonstrated ability to be proactive.

What We Would Like You to Have

• Experience in an organization with a public-serving mission.

• Experience managing inventory.

• Experience with shipping.

• Experience using collaborative tools, such as project management software, for tracking and communicating about tasks and projects.

• Experience using cloud-based file sharing software such as Box or SharePoint.

Working Conditions / Work Schedule

The hours for this position are:

• Monday through Friday, 9:00 a.m. to 3:00 p.m.

• One-hour lunch from noon to 1:00 p.m.

Must have the ability to lift, carry, push and/or pull objects/boxes weighing up to 50 lbs.

The Office Specialist 2 can expect:

• To lift and move heavy objects/boxes, bend and stoop.

• To move heavy objects/boxes up and down a warehouse ladder.

• To load, unload and sometimes transport heavy objects/boxes in/out of vehicles and to/from marketing events.

Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min Salary $17.24 Max Salary $25.24 Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/11872

Posting Detail Information

Posting Number P04816CT Number of Vacancies 1 Anticipated Appointment Begin Date 07/01/2024 Anticipated Appointment End Date Posting Date 05/20/2024 Full Consideration Date 06/10/2024 Closing Date 06/17/2024 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 June 10, 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: Carlea White, carlea.white@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.

Supplemental Questions