Full-Time Administrative Support
Job Description
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 Support position serves as a member of the Administrative Support team at the Division of Educational Ventures and reports to the Office & Recruitment Manager. This position will assist the Office & Recruitment Manager with essential office functions and projects such as reporting maintenance requests, coordinating computer builds / repairs with University Information and Technology, onboarding new employees, serving as the point person for events / large meeting organization and planning, and back-up reception coverage
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 assisting in projects, activities and committees to create an inclusive and welcoming environment for potential and current Ecampus staff as well as external visitors.
Position Duties Include
- Event and large meeting management
- Responsible for the scheduling, room reservations, logistical setup, and coordination of large meetings, both internal and external.
- Participate in planning committees of large events including note taking, meeting scheduling and other tasks as assigned.
- Responsible for knowing and appropriately using allowable expenses related to events including catering, reimbursement, venue selection, and technology needs.
- Computer equipment management
- The main point of contact for identifying computer equipment needs of new and existing employees.
- Purchase computers and peripherals for new employees and replacement systems for current employees.
- Maintain computer inventory spreadsheet and advise employees when their system is due for replacement.
- Identify needed cables, adapters, docks, etc., to have on hand, and maintain backstock of items.
- Coordinate with Community Network (CN) to arrange computer build appointments and repair appointments.
- Manage and update equipment loan agreements for division employees.
- Serve as point of contact for conference room and hoteling office technology questions.
- Recruitment, onboarding, and offboarding support
- Assist the Office & Recruitment Manager in managing remote and onsite interviews, including hosting candidates, campus tours, and conference room preparations.
- Assist with onboarding activities such as workstation set-up, office tours, and first-day activities.
- Assist with offboarding activities such as equipment collection and resetting workstations.
- Manage intake of new flexible work agreements and update flexible work agreements for division employees.
- Assist with collecting search documents and archiving documents.
- Other office support and special projects
- Provide backup support for the reception desk, and the admin support team.
- Communicate maintenance issues to the building manager and follow up on repairs.
- Staffing special team meetings as needed – note taking, scheduling team meetings, etc.
- Telecommunications Coordinator
- The main contact person for setting up and assigning phones for new employees.
- Request and manage long-distance authorization codes.
- Maintain communication allowance list.
- Manage list of line-only numbers (remote employees) and available phone numbers, requests new phone numbers as needed.
- Professional development and service
- Provides service to both the unit and university by working on departmental, division, university, regional and national committees and projects.
- Represents and attends relevant workshops, conferences and meetings, presenting and sharing knowledge and expertise and networking with colleagues.
For more information and details please visit https://jobs.oregonstate.edu/postings/150704
Required Qualifications
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.
Strong verbal and written communication skills
- Demonstrates ability to problem solve and independently troubleshoot as various situations arise
- Ability to pay close attention to detail with a high degree of accuracy
Strong time management skills including the ability to prioritize projects and meet deadlines - Basic familiarity with technology (such as computer types, cord types, basic troubleshooting, and/or basic compatibility with peripherals)
- Experience with Microsoft products, Outlook, or other equivalent software
- Experience managing meetings and/or events (note taking, coordinating multiple calendars, experience with remote meeting tools such as Zoom or Teams)
- A demonstrable commitment to promoting and enhancing diversity
Preferred Qualifications
- Experience with event planning or coordination
- Customer service experience
- Experience identifying technology needs within an organization
- Experience working in a higher education setting
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: $16.19/hr – $23.69/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.
How to Apply
If you are excited about the opportunity to work with a mission-driven organization please submit an application using the link -
https://jobs.oregonstate.edu/postings/150704
Posting #P04679CT
Application deadline: 3/13/2024
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