Office Specialist 2

Position Details

Position Information

Department Biol & Ecol Engineering (ABE) 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 Biological & Ecological Engineering at Oregon State University (OSU).

This position resides in the Department of Biological & Ecological Engineering but is also involved in the Water Resources Graduate Program (WRGP), which is an interdisciplinary graduate program that brings together faculty and students from six colleges and multiple departments. This position will work 67% with BEE and 33% with WRGP; split percentage workloads evaluated annually.

This position is expected to provide excellent customer service as the first point of contact for students, staff, and the public. Work is performed in support of BEE and WRGP operations and will require a general knowledge of university, college, graduate school and department operations, procedures, and guidelines.

BEE department faculty are leaders in their fields with common interests in ecological, environmental, biological, and water resource systems. The department comprises about 15 faculty members and instructors, 7 staff members and research associates, 20 graduate students, and 110 undergraduate students. The WRGP is composed of a director, 3 associate directors, and two part-time staff, as well as approximately 50 graduate students and faculty from across many units at Oregon State University.

There is an expectation that, as part of your role in the college, you embody and advance the principles and practices conveyed in the CAS CARE Commitment document.

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.

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

All duties include working with diverse student populations, including ethnic minorities, older than average students, students with disabilities, and those enrolled from remote areas, some of which are outside the U.S. Important aspects of the work include developmental advising, attention to detail, and frequent contact with other units at the University.

80% Administrative Support

• Provide excellent and empathetic customer service while engaging in the clerical and administrative support duties for internal and external customers. This includes, receiving and routing incoming calls and inquiries from public and OSU employees as necessary, sorting and distributing incoming mail and faxes, posting notices, and creating signage as needed or directed, while engaging in culturally appropriate and inclusive communication.

• Maintains inventory of office supplies, submits orders to office manager, and manages copier codes.

• Receives, sorts, and distributes mail, prepares out-going mail and shipments.

• Issues guest parking permits.

• Coordinates building key requests.

• Creates/ designs electronic and/or hard copy materials including letters, announcements, fliers, brochures.

• Creates and maintains webpages and social media pages.

• Assists administration and other personnel with the planning and coordination of special projects and events, including seminars, conferences, and scholarship award events.

• Explains and clarifies rules, processes, and procedures to students, staff, faculty, and the public.

• Provides purchase support for WRGP and invoice processing.

• Coordinates list-serve membership and approves/ rejects postings for BEE and WRGP.

• Assist with Donor Relations events and Thank You letters.

• Prepares correspondence, reports and documents as directed by Department Head, Office Manager, Graduate Program Director, and other department faculty.

• Organize travel for visitors via OSU's travel system and agents.

• Creates/designs and develops the content for electronic (including websites and social media) and hard copy materials including letters, announcements, newsletters, fliers, brochures, posters. This includes writing the content and formatting each piece based on the audience and form of dissemination.

10% Course and Student Support

• Organize field trips and other undergrad and graduate course instructor needs.

• Direct student inquiries to the appropriate person or, as needed, guide students through required OSU processes.

• Data collection and documentation support. Compiles statistical data reports from the university's data management system (CORE) and student files for use in department reports for undergraduate university and ABET reviews.

• Independently keeps abreast of the program and changes to the program in order to modify program information in recruitment fliers, as well as departmental web pages as needed.

• Assists with WRGP and BEE seminar series, which includes assisting with travel and itinerary preparations for seminar speakers and with publicizing the events via flyers, emails and various networks around OSU.

10% Other

• Serves as receptionist (phone and walk-in visitors) for the Academic Program.

• Acts as purchasing card custodian for WRGP and backup purchaser for BEE.

• Coordinates building repair issues and office spaces as well as faculty and departmental surplus requests.

• Other duties 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 ability to provide excellent customer service to a diverse and broad group of internal customers with varying backgrounds, needs, and identities, while maintaining orderly and efficient office operations.

Ability to interact with a wide variety of constituents from different backgrounds and lived experiences in a professional and tactful manner.

Proficiency in personal computing, including word processing, email system, and web applications.

Effective written and verbal communications skills, including the ability to effectively and respectfully communicate across cultural boundaries.

Ability to work on multiple projects that may have short and concurrent deadlines.

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 with the Banner, CORE and other academic systems is highly desirable.

Experience with basic maintenance of web sites, including uploading new content.

Experience with social media outside of personal pages.

Attention to detail and high accuracy in data entry/document checking.

Experience in event planning.

Working Conditions / Work Schedule

Required work hours are 8-5 with one after-hours event a year.

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/133370

Posting Detail Information

Posting Number P04872CT Number of Vacancies 1 Anticipated Appointment Begin Date 07/16/2024 Anticipated Appointment End Date Posting Date 06/24/2024 Full Consideration Date 07/03/2024 Closing Date 07/07/2024 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 July 3, 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:

| Jennifer Cohen

| Jennifer.cohen@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 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