The Division of Educational Ventures (DEV) is a growing, innovative, and collaborative organization with a commitment to providing high-quality online education. The division extends Oregon State University’s exceptional learning experiences including microcredentials, certificates, and degrees available to students throughout Oregon and around the world. DEV is a leader in national online education, our online bachelor’s program consistently ranks in the top 10 in the nation by U.S. News & World Report.

The division includes Ecampus, offering over 100 online and hybrid degree programs; the Ecampus Research Unit (ECRU), conducting and supporting original research in online teaching and learning; the Corporate and Workforce Education Unit (CWE), creating pathways for learners employed by partners in business and government; the Center for the Outdoor Recreation Economy (CORE), providing workforce development for the outdoor recreation industry; the Open Educational Resources Unit (OER), aiding faculty in adopting open course materials; and the Alternative Credential Unit (ACU), developing short-form educational opportunities

Position Summary

The Administrative Associate is a classified employee in Oregon State University’s Division of Educational Ventures and is a member of the administrative support team. This position reports to the Business Operations Manager and is primarily focused on coordinating contracts, consulting on policies related to contracts and purchasing, managing memberships and software subscriptions, purchasing and payables, providing travel support for the division’s executive leaders, and collaborating with other division employees on business functions and identifying proper policies and procedures.

Oregon State University and the Division of Educational Ventures maintain and enhance a collaborative and inclusive community that is dedicated to equity and equal opportunity. All employees of this division are responsible for ensuring that these commitments are achieved. This position supports these goals directly by using learned inclusive excellence skills while representing the division in daily interactions with others at the University and when communicating with outside contractors and vendors.

Ecampus currently operates on a hybrid schedule, Tuesdays and Thursdays are designated in-office days as well as additional days as needed.

Position Duties Include

• Coordinate with and provide guidance to unit leaders in the use of professional services. This includes drafting agreements and Professional Services Contracts (PSC) and coordinating the Request for Proposal (RFP) process.
• Manage communication with procurement and contracts services to create and revise language on binding agreements or procurements that contain terms.
• Process invoices associated with PSC’s and monitor invoices ensuring compliance with contract terms.
• Maintain a tracking system for vendors who provide paid services to the division to ensure compliance with the university’s required competitive process.
• Coordinate with procurement and contracts services for review and signature on various document types.
• Coordinate division-wide lease of software tools or access to platforms. Tracks dates of agreements and coordinates with division employees on the continuation of use.
• Process payments attached to membership agreements or for division-wide software tools or platform access.
• Provide guidance and cost estimates to division employees on the use of various software tools and membership options.
• Research and arrange travel for the division executive leaders, which includes the Vice Provost and Associate Vice Provosts.
• Manage travel schedule and organize expenses and receipts for travel reimbursements.
• Maintain team shared resource that presents internal accounting structure for the division.
• Manage the gift card purchasing process and ensure compliance with university policy.
• Monthly reconciliation and allocation of procurement card purchases.
• Generate reports and financial documents.
• Subscribe to external professional organization email communications and share information about award opportunities with division leaders.
• Engage in professional development activities to maintain knowledge of best practices and to develop skills in the fields of administrative and financial support.
• For more information and details please visit https://jobs.oregonstate.edu/postings/150053

Required Qualifications

• Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures
• Experience that includes processing financial transactions and documents
• Familiarity with reviewing contracts and a general understanding of contract language
• Experience in data tracking and preparing reports that present accurate information in various formats
• Proficiency in the use of email, spreadsheets, and documents in a professional setting
• Ability to communicate complex information professionally and accurately
• Strong organization skills with exceptionally high accuracy and attention to detail
• Ability to manage and prioritize a variety of tasks and responsibilities
• Ability to work and collaborate within a team environment
• A demonstrable commitment to promoting and enhancing diversity

Preferred Qualifications

• Experience working in a higher education setting.
• Experience using OSU financial systems.
• Knowledge of complexities in managing travel for executive leaders that ensure smooth and efficient arrangements.
• Experience generating language for documents that contain terms and conditions or working with contract templates

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. 

Benefits: 

• Medical coverage – Employer contribution toward CORE benefits (medical, vision, dental, employee basic life)
• Vacation leave (8 hours/month), sick leave (8 hours/month), personal leave (24 hours/year) and 11 paid holidays. Vacation leave increases with length of service.
• Oregon Public Service Retirement Plan (OPSRP) plus additional optional plans
• Parental or family medical leaves
• Employee Assistance Program
• Professional development opportunities
• Cell phone provider discounts available at AT&T, Verizon, and T-Mobile/Sprint

• Reduced tuition rates for you or your dependents/spouse/domestic partner
• And more!

Pay range: $17.43/hr – $26/hr. Typically, the starting salary is at the lower end of the salary range.

Work environment: Typical office environment, DEV currently operates on a hybrid schedule, Tuesdays and Thursdays are designated in-office days as well as additional days as needed.