Job Description

The Division of Educational Ventures at Oregon State University (OSU) is a growing, innovative, and collaborative organization with a commitment to providing high-quality online education. The division extends OSU’s exceptional learning experiences including microcredentials, certificates, and degrees available to students throughout Oregon and around the world.

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

The Division of Educational Ventures (DEV) is a leader in national online education, our online bachelor’s program is currently ranked in the top 10 in the nation by U.S. News & World Report and has ranked in the top 10 for nine consecutive years.

The Office and Recruitment Manager is a full-time (1.0 FTE), professional faculty position for the Division of Educational Ventures at OSU. DEV currently operates on a hybrid schedule. Tuesdays and Thursdays are designated in-office days. Additional days in the office will be required intermittently for interviews, events, and staffing needs.

Position Summary:

The Office and Recruitment Manager is a professional faculty position within DEV and reports to the Business Operations Manager. The Office and Recruitment Manager manages the recruitment, search process, hiring, and onboarding of all division employees. This position serves as the primary resource for HR-related inquiries from managers and employees and is the point of contact for diversity, equity, and inclusion (DEI) guidance.

This position manages the work of two administrative support specialists, who assist in the day-to-day operations of DEV. They also oversee the reception function for all Valley Library administrative offices, which includes leading a team that consists of the receptionist and student employees. This position oversees the work of a second administrative position responsible for recruitment assistance, technology purchases, event coordination, and office engagement activities.

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 recruiting and supporting qualified employees who demonstrate this commitment.

Key Responsibilities Include:

Recruitment, Search Process and Hiring Management

• • • Serves as the division’s expert for the recruitment and search process, guiding employees through the entire process according to OSU policies and best practices, including HR compliance and confidentiality requirements.
    • Provides expertise in HR processes and procedures to search committees and hiring managers.
    • Works with leadership and hiring managers to develop and revise position descriptions.
    • Develops a recruitment plan with hiring managers and search committee input, using best practices for attracting a diverse pool of applicants. Implements recruitment plan by writing position posting for advertising, purchases recruitment advertising, and posts position.
    • Schedules search committee meetings, candidate interviews, and hosts candidates during their on-campus interviews.
    • Extensively communicates with prospective applicants and position candidates throughout the search process from application through completion of searches, answering questions, explaining OSU and DEV search processes, and candidate travel coordination.
    • Develops, maintains, and updates search process guidelines procedure documents for hiring managers, search chairs, and committee members.
    • Serves as the main point of contact for new hires during the hiring and onboarding process and collaborates with HR service center liaisons to complete the hiring process.
    • Administers and manages new employee orientation processes.
    • Coordinates the user permissions and staff training needs for Oregon State’s administrative and data systems.
    • Ensures that all DEV search processes follow best practices and are conducted in a way that supports DEV’s Strategic Plan for Inclusive Excellence and OSU’s commitment to equal opportunity.

Office Management

• • • Assists employees by providing resources about ergonomics, protected leaves and accommodations and other support systems provided by the university.
    • Responds to employee inquiries regarding office environment and maintenance. Primary contact with building managers about repairs or areas that need service.
    • Oversees employee engagement activities, event coordination, and internal networking opportunities.
    • Serves as primary contact with University Information and Technology in the management of telecommunications and computer networking, hardware set-up, and repairs.
    • Oversees the internal processes related to computer and technology inventory.

Event and Large Meeting Management 

• • • Manages the process of scheduling, room reservations, logistical setup, and coordination of large meetings, both internal and external.
    • Participates in planning committees of large events including notetaking, meeting scheduling, and other tasks as assigned.
    • Collaborates with internal and external vendors and partners to organize events.
    • Responsible for knowing and appropriately using allowable expenses related to events including catering, reimbursement, venue selection, and technology needs.

Human Resource Processes

• • • Manages DEV’s student employment hiring and termination process.
    • Supports a diverse group of employees and supervisors with questions regarding EmpCenter (and other relevant systems.)
    • Manages special human resource projects and creates reports for department leadership.
    • Creates and delivers weekly search updates report to leadership which is used to assess and manage the budget.
    • Responsible for maintaining search documents files and personal files for archiving.
    • Considers and advises on accessibility and accommodations for interviews, meetings, events, and other in-person and online collaborations.
    • Serves as strike coordinator for the division.

Supervision

• • • Supervises and coordinates the work of administrative support staff who are responsible for reception and other office processes.

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, trainings, conferences, and meetings, presenting and sharing knowledge and expertise and networking with colleagues.
    • Acquires and maintains OSU Search Advocate status by attending training opportunities that develop expertise in advocating for equitable hiring practices and minimizing unintentional biases in the search process.
    • In the event of the Business Operation Manager’s absence, this position will act on their behalf regarding HR, business services, and facility functions.

For more information and details please visit: https://jobs.oregonstate.edu/postings/159963

What You Will Need:

• • • A Bachelor’s degree in any field and 3 years of experience working in an administrative support role in a dynamic environment OR 5 years working in an administrative support role in a dynamic environment.
    • Experience coordinating administrative processes in an office environment.
    • Experience leading or participating in an administrative support role for human resource processes, including experience working with recruitment, hiring, or onboarding.
    • A demonstrated ability to build positive relationships and foster an environment of collaboration, respect, and inclusivity.
    • Experience supervising or overseeing the work of others.
    • Experience with complex scheduling.
    • Proven ability to maintain organization and develop efficient processes to streamline administrative functions, ensuring optimal workflow and effective task management.
    • Strong time management skills including the ability to prioritize projects and meet deadlines.
    • Ability to communicate effectively, in both verbal and written formats, with a diverse population including internal colleagues and external audiences.
    • Demonstrates ability to problem solve and independently troubleshoot when faced with challenges.
    • Knowledge of computing systems and communication tools used in an office and hybrid work environment (for example Zoom, Teams, Slack, or others).

 What We Would Like You to Have:

• • • Experience in a university setting using systems that support infrastructure.
    • Experience with recruitment and hiring practices for diverse candidates.
    • Experience participating in and/or leading DEI-focused initiatives.

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, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
    • Vacation leave (15 hours/month), sick leave (8 hours/month), and 10 paid holidays (+1 Special Day).
    • Professional development opportunities
    • Cell phone provider discounts available at AT&T, Verizon, and T-Mobile/Sprint
    • Free confidential mental health and emotional support services, and counseling resources.
    • Retirement savings paid by the university.
    • 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.
    • Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
    • Total Rewards Package Calculator – https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator

Pay range: The anticipated starting salary is $60,000 – $67,758. The starting salary will be commensurate with education, skills, experience, and internal equity.

Work environment:

• • • Ecampus currently operates on a hybrid schedule, Tuesdays and Thursdays are designated in-office days as well as additional days as needed.
    • Typical office environment.
    • This position may require travel.
    • This position may require working events after hours or on the weekends.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: Admin, administration, assistant, HR, office, recruiter, and Supervisor. Salaries: 60,000 - 80,000.

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