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Office Specialist 2

Oregon State University

Office Specialist 2

Oregon State University

Department: Sch of Civil/Constr Engr (ECC)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time Office Specialist 2 position for the School of Civil & Construction Engineering at Oregon State University (OSU).

The Office Specialist 2 is responsible for providing administrative support, which includes customer service, reception, and general administrative duties. This position also supports the School of Civil & Construction Engineering (CCE) by assisting in course scheduling and providing support to the Industry Liaison.

The School of CCE is committed to building a community of faculty, students, and staff that is increasingly inclusive, collaborative, diverse, and centered on student success. This position will support COE's efforts to broaden our capacity to advance student success across individual identities and facilitate the continuous improvement of teaching and learning in the College.

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 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources 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 https://hr.oregonstate.edu/benefits/prospective-employee 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 https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

58% – Administrative Duties

• Performs numerous office and organizational support tasks, and other assigned support tasks.
• Assists with answering telephones, screening and directing calls, taking messages, and assisting callers and office visitors by providing accurate information and referring to appropriate personnel.
• Utilizes computer and technology-related functions including, but not limited to, Zoom, DocuSign, Box, SAP Concur, and any new technology implemented.
• Manages sensitive and confidential information in both written and verbal form including the maintenance of confidential files.
• Assists in managing data and furnishing information necessary for internal and external communications and reporting.
• Work with faculty to collect graduate appointment data. Enter and track graduate appointments using Benny Hire. Provide reports as requested.
• Ensures a safe, welcoming and respectful environment.

Scheduling – 25%

• Schedule all academic classes for undergraduate and graduate course offerings. Communicate with associate head and school head to determine faculty workloads. Contact faculty as needed to make necessary schedule changes. Work with COE scheduler to ensure information for each term entered into CLSS correctly. Send any updates/changes/edits to COE scheduler for each term.
• Prepare academic program reports using data from CORE and other data sources.
• Reserve classrooms and conference rooms for meetings, events, etc. for faculty, students, staff within and outside of CCE on 25Live and Outlook (depending on room).
• Communicate with undergrad head advisor to check capacity needs for each course, new class offerings, adding sections when needed, managing enrollment/capacity, etc.

12% – Industry Liaison Support:

• Assists Industry Liaison and/or program participants with registration, payments, and provides program information and assistance.
• Assists Industry Liaison with scheduling, reporting, and tracking.
• Assists Industry Liaison with distributing promotional flyers, informational letters and memos, schedules of events, event programs, registrations, procedure manuals, and program calendars.

5% – Other Duties as Assigned

What You Will Need

• A high school diploma or GED.
• Commitment to fostering an inclusive and supportive environment for students, faculty, staff, and campus community.
• Experience with complex scheduling.
• Experience with Microsoft Office Suite including Word, Excel, PowerPoint or equivalent.
• Ability to learn computer applications appropriate to job functions.
• Experience in a position that required a high level of organization, decision making, problem solving, in a collaborative environment.
• Experience managing long-term projects that require continual information gathering and recording.
• Demonstrated ability to take initiative and meet strict deadlines.
• Strong verbal and written communication skills.
• Ability to work collaboratively within a team.
• Excellent attention to detail.

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 collaborating with professionals in leadership within universities, government agencies, or private industry.
• Knowledge of university specific software such as Banner, CORE, OnBase, and CIM.

Working Conditions / Work Schedule

Office environment, 8am-5pm on weekdays (occasional evening or weekend events). May need to lift, and carry up to 25 pounds.

Special Instructions 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:
Kathy Westberg
Kathy.westberg@oregonstate.edu
541-737-1786

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 https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/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.

To apply, please visit: https://apptrkr.com/5471712

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