Administrative Program Assistant

Administrative Program Assistant Bookmark this Posting | Print Preview | Apply for this Job Please see Special Instructions for more details.
To ensure full consideration, applications must be received by February 27, 2024.
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.
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.
We encourage all candidates to identify transferrable skills and comparable experiences that may meet the qualifications of this position.
If you have questions about the qualifications for this position, please feel free to contact Danielle Franklin at Danielle.
Franklin@oregonstate.
edu 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 Background Checks website including the for 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 Position Details Position Information Department Ecampus (XEC) Classification Title Administrative Program Assist Job Title Administrative Program Assistant Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary This recruitment will be used to fill one full-time Administrative Program Assistant position for the Division of Educational Ventures at Oregon State University (OSU).
The Division of Educational Ventures 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.
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 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.
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/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 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 40% – CONTRACTS AND PROFESSIONAL VENDOR PAYMENTS · 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.
20% SUBSCRIPTIONS AND MEMBERSHIPS · Oversee division-level memberships by tracking dates for renewals and confirming continuation with division employees.
· 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.
· Communicate with vendors on available membership options or access types and make inquiries about discounts.
15% EXECUTIVE TRAVEL SUPPORT · 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.
· Communicate with external agencies on behalf of division executive leadership to specify offsite meeting details and make arrangements for various levels of participation.
· Collaborate with executive and administrative assistants to coordinate travel plans on calendars.
15% BUSINESS AND FINANCIAL SUPPORT · Maintain team shared resource that presents internal accounting structure for the division.
· Submit requests to central accounting units to create activity codes associated with division indexes.
· Manage the gift card purchasing process and ensure compliance with university policy.
· Oversee complex procurements that contain terms or unique circumstances.
· Collaborate with copyright manager on purchases that require payment by methods other than a standard procurement card payment, such as invoice submission through the procurement system, ACH or wire transfer.
· Monthly reconciliation and allocation of procurement card purchases.
· Collaborate with division event support specialist for contracted services.
· Serve as back-up for other administrative support team members on purchasing, payables, travel, and event support.
· Generate reports and financial documents.
5% SPECIAL PROJECTS · Subscribe to external professional organization email communications and share information about award opportunities with division leaders.
· Assist business operations manager with special projects or requests as needed to support the business operations of the division 5% PROFESSIONAL DEVELOPMENT AND SERVICE · Serve as a member of unit, division, and university teams and committees.
Engage in professional development activities to maintain knowledge of best practices and to develop skills in the fields of administrative and financial support.
What We Require 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.
What You Will Need 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 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 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 Working Conditions / Work Schedule 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.
Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min Salary $17.
43 Max Salary $26.
00 Link to Position Description https://jobs.
oregonstate.
edu/position_descriptions/11086 Posting Detail Information Posting Number P04656CT Number of Vacancies 1 Anticipated Appointment Begin Date 04/16/2024 Anticipated Appointment End Date Posting Date 02/13/2024 Full Consideration Date 02/27/2024 Closing Date 03/05/2024 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 February 27, 2024.
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.
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.
We encourage all candidates to identify transferrable skills and comparable experiences that may meet the qualifications of this position.
If you have questions about the qualifications for this position, please feel free to contact Danielle Franklin at Danielle.
Franklin@oregonstate.
edu 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 Background Checks website including the for 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 Supplemental Questions