Administrative Assistant

EXPIRED

Position Details

Position Information

Department

Acad Svcs Stdnt Athletes (MSA)

Position Details

Position Information

Department

Acad Svcs Stdnt Athletes (MSA)

Position Title

Administrative Assistant To

Job Title

Administrative Assistant

Appointment Type

Professional Faculty

Job Location

Corvallis

Benefits Eligible

Full-Time, benefits eligible

Job Summary

Academic Services for Student Athletes is seeking an Administrative Assistant. This is a full-time (1.00 FTE), 12-month, professional faculty position. Academics for Student Athletes is a comprehensive academic support service unit for intercollegiate student athletes. ASA is committed to providing holistic and inclusive academic support for student athletes and aims to empower, teach, and champion student athletes through graduation and beyond. ASA team values include community, service, well-being, and learning. The Administrative Assistant plays a pivotal role in the efficient functioning of the ASA department. This position is multifaceted, encompassing administrative support to and project management for the Director of ASA and other ASA staff members, as well as procurement, human resources, office processes, meeting coordination, and facilities management. The Administrative Assistant is responsible for the supervision of student employees. The Administrative Assistant serves as a vital link between ASA and various OSU units, ensuring that the unit’s goals and objectives are met and ASA’s policies and procedures are effectively communicated and implemented. The Administrative Assistant is expected to demonstrate leadership and initiative, not only in responding to requests but also in managing their work assignments. Sound judgment, anticipatory skills, excellent organization and communication skills, and the ability to take decisive action in a fast pace environment are imperative.

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/aboutLocations: 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% Executive and Administrative Support Maintain and manage the calendar of the Director of ASA and all logistics of meetings and travel. Maintain confidential records and information. Draft correspondence, meeting notes, etc. Track performance evaluation schedules for those supervised by the Director. Executing fiscal and budget responsibilities, including preparing, reconciling, and creating reports to inform the fiscal and budget decisions of the Director of ASA. Assist the Director in budget planning, including analyzing data and making budget projections. Act as expert on the Concur system: processing expenditures/invoices etc. Maintain the ASA purchasing card, documentation, and processing. Manage day-to-day operations for the central office of ASA that includes but is not limited to: Provide administrative management of the daily operations for the office of ASA. Oversee front desk operations by fostering a welcoming environment, providing excellent customer services, greeting visitors, determining the nature of business, and responding appropriately by utilizing knowledge of the university and the department. Exercises tact, confidentiality, and good judgment. Provide confidential recordkeeping and oversight in ASA, including operations and administrative support for staff and students such as scheduling meetings, coordinating IT support, and submitting facilities management requests as needed. Supervise student staff including planning, assigning and approving work, rewarding/disciplining; responding to grievances, and hiring/firing. Manage departmental phone, email inbox, and email group distribution list. Receive, sort, and distribute incoming postal mail. Manage the opening and closing of the office. Assist with the coordination of Beth Ray Center building access and room reservations, in collaboration with the Coordinator of Academic Support Programs. Develop, implement, and maintain office systems, policies, and processes for effective and efficient workflow and adherence to University policies and quality standards. This may include instruction manuals, orientations, and various protocols. Act as the liaison for ASA with student athletes, parents, university Business Center, Athletics, and other constituents to answer questions and provide information. 40% Program & Project Operations: Coordinate all aspects of the student athlete book purchase and return process including financial reconciliation within sport budgets. Manage the student athlete computer checkout program, inventory, and IT needs. Assist with the distribution of team practice schedules to campus partners each term. Assist Academic Counselors with drafting and distributing student athlete travel letters each term. Coordinate student athlete recognition events and projects in collaboration with Student-Athlete Development and other campus partners. Assist the Coordinator of Academic Support Programs with hiring of peer-educators, and BEST Summer Bridge program operations and communications. Assist ASA staff with scheduling student athlete academic appointments in TeamWorks. Maintain, generate, and manage communication efforts including, but not limited to website, social Media, and written materials. Act as the ASA START New Student Orientation liaison and assist with the coordination of student athlete engagement in the program. Develop and coordinate the ASA Emergency Operations Plan. Serve as search coordinator during staff recruitment and support the onboarding and offboarding of staff members. Manage short and long-term special projects as requested by the Director and other ASA staff members, including researching and understanding topics, gathering and synthesizing information, and working with various University and greater community constituents as necessary. 10% Contribute to Team Effort Accept additional responsibilities and assignments at the direction of the Director of ASA. Contribute to a positive and productive work environment and maintain respectful professional working relationships. Attend and actively engage in staff meetings, training, professional development experiences, and opportunities, as budget allows. Regularly collaborate with co-workers, campus partners, Athletic Department partners, and supervisor to successfully achieve mutually sought goals for the department and University. Serve on campus committees and work groups. Meet with prospective student-athletes during their official visits to campus when needed.

What You Will Need

Bachelor’s degree in a relevant field to the position OR an equivalent combination of education, training, and professional experience relevant to the position. Two or more years of experience in a combination of an administrative/operational role in an educational or complex organization setting. Strong interpersonal skills and demonstrated ability to be a productive team member. Demonstrated advanced communication skills (written and verbal), with an ability to draft and edit precise and concise letters and reports. Excellent time and workload management skills with a high level of attention to detail and accuracy. Experience coordinating, tracking, scheduling, and delivering services from setup to completion without direct supervision, while meeting deadlines. Demonstrated commitment to diversity and creating inclusive environments. Ability to effectively manage office processes. Proficiency in using Microsoft Office suite and Google Drive programs. Familiarity with using Zoom and other video-conferencing platforms. Ability and willingness to work a flexible schedule, including some evenings and weekends. 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 OSU Standard 576-055-0000 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 an academic support unit for collegiate student athletes. Experience in maintaining confidential records and information. Demonstrated ability to anticipate administrative and departmental needs to help achieve organizational goals. Experience supervising others.

Working Conditions / Work Schedule

Some evening and weekend work is required to support student programming and business operations.

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

$44,496 - $60,000

Link to Position Description

https://jobs.oregonstate.edu/position...

Posting Detail Information

Posting Number

P07563UF

Number of Vacancies

1

Anticipated Appointment Begin Date

01/03/2024

Anticipated Appointment End Date

Posting Date

11/29/2023

Full Consideration Date

12/13/2023

Closing Date

12/27/2023

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 12/13/2023. 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.When applying you will be required to attach the following electronic documents:1) A resume/CV; and 2) A cover letter indicating how your qualifications and experience have prepared you for this position.3) A Diversity Statement: After reviewing the OSU mission statement at http://leadership.oregonstate.edu/tru... and the emphasis on diversity, please state how your background and experience has prepared you to be effective in an environment that values diversity. Starting salary within the salary range will be commensurate with skills, education, and experience. The anticipated starting salary will be up to $55,000 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:Cynthia Castrocynthia.castro@oregonstate.edu541-737-9338OSU 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.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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents 1. Resume 2. Cover Letter 3. Diversity Statement Optional Documents 1. Verification of Veteran Status ONLY (do not upload any other documentation to this field)