Administrative Assistant to COMES Director

Administrative Assistant to COMES Director 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 12, 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.
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.
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.
Starting salary within the salary range will be commensurate with skills, education, and experience.
For additional information please contact: | Will White | will.
white@oregonstate.
edu | 541-867-0385 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 COMES - Newport Exp Sta (ASF) Position Title Administrative Assistant To Job Title Administrative Assistant to COMES Director Appointment Type Professional Faculty Job Location Newport Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Job Summary The Coastal Oregon Marine Experiment Station (COMES) is seeking an Administrative Assistant to COMES Director.
This is a full-time (1.
00 FTE), 12-month, professional faculty position.
The incumbent will provide primary administrative support to the Director of COMES as well as COMES faculty in supporting the organization’s mission and programs.
The incumbent must be able to manage key projects, support COMES programs in the absence of the Director, and organize, prioritize, and implement multiple tasks with overlapping timelines.
Tasks may vary and change in scope and complexity over time.
The incumbent also plays a key role in communication and coordination with administration, faculty, staff, and students located at the Newport, Astoria, and Corvallis campuses, as well as collaborate with the Director on public relations programs with stakeholders and partners across multiple private and public sectors.
In addition, this position is expected to work closely with other administrative assistant positions within COMES.
This position is onsite and located at the Hatfield Marine Science Center (HMSC) in Newport, OR.
As a member of the Coastal Oregon Marine Experiment Station, the incumbent will be expected to work closely with coastal communities and federal, state, and private organizations in support of the COMES mission “to understand, utilize, and sustain marine resources and coastal ecosystems in order to benefit the citizens of Oregon, the Pacific Northwest, the Nation, and the World.
” The candidate will be expected to demonstrate a commitment to diversity, equity, and inclusion There is an expectation that, as part of the incumbent’s role in the college, they embody and advance the principles and practices conveyed in the CAS CARE Commitment document.
The College of Agricultural Sciences is committed to enhancing student success by engaging students in quality academics, research, internships, global studies, and other experiential learning opportunities.
Positions with primary responsibility for extension and outreach are likewise committed to learner success through programming appropriate for diverse audiences.
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 55% Support of COMES Director and COMES Strategic Initiatives Maintain a complex and demanding calendar for the Director.
Responsibilities include meeting all scheduling requirements of the Director, addressing incoming requests for meetings, anticipating schedule needs, and constant application of independent judgement to evaluate priorities, necessity, and appropriate adjustments to schedule.
Must be able to recommend alternative COMES faculty to attend if contact with Director is not possible or is inappropriate.
Schedule and coordinate a variety of internal and external meetings related to the business of COMES and its research.
Attend meetings, take meeting minutes/notes, and prepare for distribution.
Act as liaison between the Director and a variety of individuals and groups, including senior administrators within OSU, industry, government agencies, news media, and the general public.
Additional responsibilities include screening, re-routing, referral to others, information gathering, action and/or procedural recommendations, and prioritization for the Director’s attention.
Provide administrative management of the day-to-day operations of the Directors Office including maintaining information systems, forms and procedures and compliance with appropriate policies.
Ensure easy access to routinely required information.
Organize and maintain the Director’s Office administrative files following campus policies for archiving and destroying.
Work with the Director as appropriate to develop and implement projects, procedures, communications, and events in alignment with COMES unit goals.
Coordinate ongoing and special projects for the Director, ensuring milestones and deadlines are met.
In the Director’s absence, manage ongoing COMES projects to ensure progress.
Work with COMES Faculty to develop and manage the internal and external COMES communications.
Assist with strategizing to reach desired audiences, develop specific communications, and utilize appropriate media to reach those audiences.
Ensure that communications (i.
e weekly faculty email updates, news letters) reflect and reinforce overall COMES strategic goals.
Develop and maintain the COMES websites in accordance with OSU and College of Agricultural Sciences best practices to reach desired audiences.
Combine with use of social media as appropriate.
Maintain COMES personnel database, phone list, leadership emergency contact list and web directories.
Assist with or coordinate internal or public events, including working closely with HMSC Event staff, securing space, communications and marketing, selecting and arranging catering, set up, tear down, and management of IT as needed.
Assist the Director in preparing proposals and reports by gathering background information, organizing submission, and reporting, and may assist in basic research support pertaining to the mission of COMES including searching references, entering data, and creating presentation materials.
Manage reconciliation of travel and non-travel expenses on Director’s T&E card.
Procure and maintain supplies, equipment, and materials for the Director’s Office and the unit.
Other duties as specified by the Director.
25% Human Resources Support Interpret and communicate human resources policy and procedures to faculty, staff, and students.
Work regularly with PeopleAdmin, HRIS Banner, HRSD, and CORE.
Serve as search administrator for recruitments.
Assist faculty and staff with personnel matters and act as a resource regarding University policy and procedures.
Coordinate with faculty on hiring staff, research associates, faculty research assistants, postdoctoral scholars, academic wage appointments, and temporary positions.
Oversee student employee hires.
Prepare requests for visa documents, including J-1 and H-1 visas.
Maintain department personnel files.
Facilitate creation of and process personnel and payroll paperwork including letters of offer, job forms, I-9s, and position descriptions, and summer appointments.
Review I-9 paperwork documentation and facilitate all other paperwork required for international students, employees, and visitors.
Facilitate pre-employment onboarding, including requesting IT and telecommunications resources as needed.
Act as Telephone Coordinator for the unit.
Serve as departmental contact and information resource for staff benefits, Worker’s Compensation, FMLA/OFLA, and accident reports.
Coordinate completion of data reports and annual Periodic Review of Faculty.
Facilitate position description updates as needed.
15% Support for COMES Faculty and Staff Serve as first line of contact for information about OSU and CAS policies and procedures.
Maintain web page on COMES site to help facilitate sharing of this information.
Help to arrange and coordinate meetings, workshops, retreats, and other events as requested.
Communicate COMES-related (e.
g.
, individual lab) information via weekly emails, reports (e.
g.
quarterly, annually) and serve as information sources for unit-related events.
5% Professional Development Attend training sessions as needed to maintain and improve professional skills and qualifications.
What You Will Need Bachelor’s degree or equivalent experience Three years of experience providing administrative support to an administrator, leader, unit or business in a complex office environment.
Demonstrated proficiency with Microsoft Office suite, databases, computerized accounting systems.
Demonstrated multi-tasking abilities showing skill at prioritizing work with the capability of paying close attention to detail.
Ability to work independently, under pressure of deadlines, with frequent interruptions.
Ability to adapt to changing technology.
Demonstrated experience with budgeting, purchasing, and travel coordination.
Strong written and verbal communication skills.
Demonstrated capability to work in a public contact position and to work cooperatively with a variety of people.
Ability to protect sensitive and confidential information 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 Bachelor’s degree in business, communications, science, or related field Five years of experience providing administrative support to an administrator, leader, unit or business in a complex office environment.
Demonstrated understanding of information technology such as computer hardware, software, peripherals, IT devices, and software installations/upgrades to complete and/or coordinate those tasks with OSU Information Technology for off campus location.
Prior experience working in government agencies or higher education settings, including use of software or database systems in those institutions Experience creating/designing/maintaining webpages and social media accounts.
Experience with the Drupal content management system Working Conditions / Work Schedule On an occasional but pre-scheduled basis, will need to attend and provide support at events in the evening or on weekends.
This position spends extensive periods of time using a computer.
Ability to lift, carry, push and pull items under 30 pounds.
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-$75,516 Link to Position Description https://jobs.
oregonstate.
edu/position_descriptions/58516 Posting Detail Information Posting Number P07725UF Number of Vacancies 1 Anticipated Appointment Begin Date 05/01/2024 Anticipated Appointment End Date Posting Date 01/30/2024 Full Consideration Date 02/12/2024 Closing Date 02/26/2024 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 12, 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.
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.
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.
Starting salary within the salary range will be commensurate with skills, education, and experience.
For additional information please contact: | Will White | will.
white@oregonstate.
edu | 541-867-0385 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