Office Specialist 2

Position Details

Position Information

Department Integrative Biology (SZO) Classification Title Office Specialist 2 Job Title Office Specialist 2 Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary

This recruitment will be used to fill one full-time Office Specialist 2 position for the Department of Integrative Biology at Oregon State University (OSU).

This position is responsible for working with department admin, faculty and staff to be the Operations and Equipment Manager and Safety Coordinator for Integrative Biology (IB).

The Department of Integrative Biology plays a central role in the core missions of the College of Science. The Department is home to the Biology and Zoology undergraduate majors and offers baccalaureate core course offerings that reach every undergraduate major at OSU.

The Department has world-class faculty with research expertise focused at the level of organisms, populations and communities. The graduate program is internationally recognized in the areas of conservation biology, evolutionary biology and marine biology.

The College of Science provides a core instructional role at OSU, supporting the ideals of learning, discovery, and engagement that are the foundation of a land-grant university. The College embraces instruction and research in disciplines ranging from the physical, mathematical, statistical sciences to the life sciences that are based in unbiased inquiry and a dedication to discovery and innovation. The College of Science is committed to partnering with industry and public agencies to address some of the most compelling challenges of today and tomorrow.

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

30% Operations Manager: submit requests and work orders for building-related services (Facilities, Telecom, Recycling, Surplus, Key Shop/Building Access, Printing and Mailing, etc.). Serve as operations liaison with IB Building Manager, departmental admin, faculty, and students. Communicate about issues, follow up, and status to Building Manager, and together create and maintain equipment SOPs.

Maintain service contracts for department-owned/leased equipment and lists for active keys, card entry, codes, and after-hours passes. Communicate processes to staff and students for each. Work with IB Space Committee to track and assign all departmental spaces and verify them annually with OSU Space Management.

Create and coordinate scheduling system for shared conference and meeting rooms and ensure that they are well maintained. Help with physically moving furniture and equipment, to prep for new arrivals to IB and help clear out offices and labs for those leaving IB.

30% Safety Coordinator: Be point person with EH&S for IB teaching labs, research labs and field safety and provide consistent communications to foster a positive and safe work environment.

Manage departmental day-to-day safety activities including responding to OSU EH&S laboratory audits and Corvallis Fire Department inspections, among others. Maintaining awareness of and following safety plans for all department workplaces, classrooms, laboratories field work locations and student areas in IB buildings and disseminating health and safety information to the faculty, staff and students as appropriate. Work with department faculty to help with lab safety checks, chemical and hazardous material inventories, lab safety trainings, and the lab coat program.

Verify first aid kits are always current and in appropriate spaces (teaching, research, field). Coordinate department emergency operations plan, including floor monitor training and evacuation maps. Work with EH&S for maintaining AED's in IB buildings. Work with Office of Youth Safety and Compliance to register activities that include minors.

30% Equipment Manager: Create and maintain a department level shared equipment program.

This includes tracking, managing, communicating, and following through with all aspects of this equipment. Work with OSU Business Affairs to track, verify and scan all department owned equipment every two years. Coordinate and maintain copy machine leases (currently Ricoh). Create and maintain copy code structure for machine use.

Communicate with new faculty when codes are issued. Help to problem solve with copy machine issues that arise. Know how to trouble shoot issues and when to call in for service technician help.

Assist department members with purchasing online, through BennyBuy, and other direct billing processes. Creates and tracks requisitions in BennyBuy and submits supporting materials for large purchases. Conducts price comparisons for requested products.

10% General office support: provide excellent customer service to students and faculty requesting assistance. Provide back-up assistance for multi-line phone system in main admin office and route calls as necessary.

Participate in planning and attending all departmental events throughout the year. Processes a variety of documents including reports, lists and miscellaneous other forms and documents as needed by department admin, faculty and staff. Creates Excel spreadsheets to track and analyze a variety of information for the Department.

Assists various members of the public, University community, students, etc. either in person, by phone, or by email. Assists with sorting mail, using standard office equipment, maintaining office supplies and files, preparing coffee, and errands. Orders supplies as necessary. Assists and back-ups other office staff.

Ongoing commitment to promoting and enhancing equity, inclusion and diversity

Other Duties as assigned.

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

• Working knowledge of safety and compliance regulations and administrative procedures.

• Ability to lift 50 pounds.

• Excellent verbal and written communication skills with attention to detail.

• Ability to effectively, cordially, and professionally interact and communicate with a wide variety of audiences, including clients who may be distraught or upset.

• Demonstrated problem-solving skills, organization and prioritization skills, and the ability to handle several projects simultaneously and efficiently, working with a range of partners.

• Experience preparing reports, collecting and organizing data.

• Demonstrated ability to explain and/or interpret rules, regulations, and policies.

• Applicant must be able to work independently but also as part of a team.

• experience working in google files, Microsoft programs,

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

A demonstrated commitment to promoting and enhancing equity, inclusion and diversity, e.g. evidence of commitment to advancing the participation of diverse groups and in supporting diverse perspectives.

Working Conditions / Work Schedule

Work will take place in-person in a shared office setting. M-F 8am-5pm.

However, some nights and weekend work will be required for department events or activities. This position will require the physical ability to navigate a 5 story research building and to occasionally lift 50 pound items. This position will require the physical ability to occasionally move heavy research equipment using pallet jack, hand truck, floor dollies, etc.

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/155942

Posting Detail Information

Posting Number P04867CT Number of Vacancies 1 Anticipated Appointment Begin Date 08/01/2024 Anticipated Appointment End Date Posting Date 06/20/2024 Full Consideration Date 06/28/2024 Closing Date 07/12/2024 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 06/28/2024. 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.

Cover letters are optional for this position and will not be used for evaluating your qualifications.

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:

Tara Bevandich

Tara.bevandich@oregonstate.edu

541-737-5336

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