What are the responsibilities and job description for the Administrative Office Manager position at Oregon State University?
The Division of Extension and Engagement, Extension Service at Oregon State University is inviting applications for a part-time (.80 FTE), professional faculty, Administrative Office Manager for the OSU Extension Harney County Office. The office location will Burns, Oregon.
The Division of Extension and Engagement (Division) is core to the Oregon State University’s (OSU) mission. The Division helps create real solutions and positive impact across Oregon and beyond. The Division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our Division and its core units and initiatives, please visit our website: https://engagement.oregonstate.edu/.
The Division of Extension and Engagement (Division) is core to the Oregon State University’s (OSU) mission. The Division helps create real solutions and positive impact across Oregon and beyond. The Division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our Division and its core units and initiatives, please visit our website: https://engagement.oregonstate.edu/.
The Extension Service engages the people of Oregon with research-based knowledge and education that strengthen communities and economies, sustain natural resources, and promote healthy families and individuals. The Extension Service has a presence in each of the Oregon’s 36 counties and Confederated Tribes of Warm Springs.
The Administrative Office Manager (AOM) is based at the OSU Extension Harney County Office located in Burns, Oregon. The AOM position is crucial to the day-to-day operations of the OSU Extension Harney County Office and its role in the University. The AOM is a team member of the OSU Extension Harney County Office and provides executive support for the office and the Regional Director (RD). This includes general administration and management, fiscal activities, facilities, human resources, risk management aspects, and other services integral to the Harney office and the Region. The position will provide supervision of temporary staff and student as needed. In addition, this AOM will work collaboratively with the RD to increase the diversity of the Region’s workforce, including assisting the RD with the Extension Civil Rights program.
The Administrative Office Manager must be knowledgeable about all facets of the OSU Extension Harney County Office and Regional activities and is expected to organize and prioritize a demanding and complex workload, monitor progress, and adapt to changing needs.
The Administrative Office Manager must manage operations by deciding independently on appropriate actions and reporting those decision results to the RD as appropriate. This individual works with personnel at all levels of the University to determine the applicable policies, standards, rules, and procedures for operational activities and consistently and efficiently applies them appropriately. In addition, this person will work collaboratively with the RD to develop strong, positive local relationships with county governments, elected and appointed county/state/federal officials, and local stakeholders.
Commitment to Inclusive Excellence:
Oregon State University is committed to creating and maintaining compassionate and inclusive learning and working environments for all learners, visitors, and employees. We envision collaborative community environments that enhance civility and embrace diversity. All employees are responsible for achieving this commitment. This commitment includes, but is not limited to, complying with Civil Rights and Language Access regulations. In addition, this individual will serve as the local contact for the Extension’s civil rights program which includes working with the Extension Service’s Diversity, Equity, and Inclusion Unit to achieve internal compliance.
Please visit the following webpages for more information on our commitment to inclusive excellence:
OSU Extension Service https://extension.oregonstate.edu/about/diversity-equity-inclusion
OSU Moving Forward Together https://leadership.oregonstate.edu/president/moving-forward-together
Position Duties
This Administrative Office Manager embeds the commitment of OSU Extension Service to a collaborative and inclusive community in all interactions and duties performed.
65% – Administrative and Financial Functions
Oversees and manages the administrative and office support of the office. This requires organizing the day-to-day operations and participating in activities that affect the administrative support services.
Works with the appropriate university Finance/Accounting Unit, Division Administration Support Teams, and Human Resources Service Teams on finance, payroll, and human resources transactions for the office.
Collaborates with and assists RD on budget development. This may include drafting annual budgets, developing cost projections for budget requests, and making relevant adjustments in support of the RD’s final budget submission.
Coordinates and supports annual budget processes. Ensures applicable budget meetings are scheduled. Updates budget documents. Coordinates with RD on the completion of any annual budget requirements.
Works with the RD in monitoring fiscal activities. Accepts limited OSU signature authority as delegated by RD for recurring fiscal activities with responsibility to ensure compliance with OSU policies, standards, rules & procedures. Prepares quarterly projections in consultation with Finance/Accounting Unit and Division’s Fiscal Officer.
Tracks expenditures and resources by program area and funds and develops monthly budget reports for RD and the appropriate faculty. Analyzes and compares budget to actual results to monitor financial performance.
Creates online workshop registrations, collect payments, and reconcile payments against the applicable documentation to maintain current and accurate records. Resolves discrepancies and works with the applicable Finance/Account Unit at OSU as needed.
Advises all faculty and staff in proper handling of registration fees and other revenue, and proper purchasing procedures to be consistent with OSU policies, standards, rules, and procedures and sound business practices.
Develops and administers contracts and agreements following OSU policies, standards, rules, and procedures. Works with the RD to ensure all agreements are current: memoranda of understanding, intergovernmental agency agreements, partnership agreements, General County Funding Intergovernmental agreements, vehicle use agreements, and any rental/lease/sub-lease arrangements as appropriate.
Arranges or coordinates office meetings, appropriate gatherings, and Advisory Groups.
Assists the RD with the recruitment searches as requested.
Assists with office support responsibilities as needed such as answering telephones, taking messages, routing incoming phone calls, setting up voicemail boxes in the phone system, maintaining online calendar for the office, US mail & express mail services, bank deposits, account maintenance, and other fiscal transactions. Traveling to the designated bank to make deposits and to US mail & express mail sites will require access to vehicle.
Serves as the local contact for the Extension’s civil rights program which includes working with the Extension Service’s Diversity, Equity, and Inclusion Unit to achieve internal compliance. This may include assisting with the scheduling of internal review and corresponding arrangements; informing or directing staff members to information about our civil rights requirements; participating in civil rights training sessions; and ensuring that the Extension county civil rights files are current.
Works with the RD and the Extension Service’s Diversity, Equity, and Inclusion Unit on creating and sustaining an inclusive organizational culture.
Travel will be required to collaborate and engage with the Burns Paiute Tribe, the communities throughout the 10,226 Square miles of Harney County, and attend relevant community events that align with our mission.
10% – Personnel Management
Supervises temporary staff and student personnel as needed. This includes hiring, planning and assigning work, approving leave requests, and working with RD and the appropriate Human Resources Office on disciplinary actions.
Collaborates with the RD, Human Resources Service Teams, and Extension Service Administration HR Support Team as applicable on the recruitment process of classified, temporary staff, and student positions following current processing procedures, including the OSU Extension Diverse Search Rule.
Assists the RD with new employee onboarding and orientation.
Works with RD to create a welcoming office environment.
Conducts staff meetings.
Assists the Regional Director with any strike coordination for the region.
10% – Outreach and Engagement
In collaboration with the RD, serves as liaison to local county government and county stakeholders.
In collaboration with the RD, builds and maintains relationships with elected and appointed county, state and federal officials; keeps state and federal legislators within the Region informed of Extension’s activities and value; executes legislative communication plan.
Helps members of the public connect to the full complement of OSU resources, including outreach and service-learning programs.
Provides excellent customer service and in collaboration with the RD, ensures customer satisfaction with services within the county.
Responds to requests for information in collaboration with RD.
Communicates county needs to RD. Collaborates with RD on topic identification, process, and criteria development, etc.
Collaborates with the RD to create and manage a broadly representative advisory committee/education council at the county level. Reports committee output to RD and other stakeholders as appropriate.
Provides proctored test sites for OSU Division of Extended Campus students in the local community. Serves as a liaison and contact for prospective OSU students.
Collaborates with the RD to implements marketing strategies at local level, in conjunction with statewide strategies developed by OSU & OSU Extension.
Works with OSU University Relations & Marketing and the Extension Communications unit to develop effective relationships with local media.
5% – Operations Management
Contributes information to the RD for the development of regional operations plans to ensure comparable and equitable treatment.
Organizes stakeholder communication efforts, where appropriate.
Coordinates all property and building maintenance projects through the appropriate process as outlined in the lease/sub-lease agreements. Oversees the custodial services for the office.
Oversees day-to-day facilities issues, indicate needs for repairs/improvements, and coordinates management with RD & appropriate lease/sub-lease representative.
Serves as the safety coordinator and assists RD by submitting safety reports, ensuring office, equipment and workspaces are kept safe and meet all requirements of OSU and the lease/sub-lease agreements. Coordinate with the appropriate lease/sub-lease representative if any safety modifications need to be made in the facilities. Works with RD to ensure office’s Emergency Operations Plan is up to date for the office.
Works with the OSU Emergency Preparedness Office to create and maintain an alert notification system for the office. In the event of an emergency, coordinates any notification and accountability with the RD.
5% – Technology Support
Serves as a conduit and resource for information technology needs as appropriate and/or directs to the Extension Computing Technology Unit (ECTU) and/or Community Network Help Desk. This includes serving as the Local Resource Person (LRP), a liaison between the Extension County Office and CN.
Utilizes technology to organize and manage electronic files, websites, and other electronic forms as needed for the OSU Extension Harney County Office to adapt to a changing technological environment.
Coordinates the maintenance and repair of office equipment, submit tickets to CN for the sets-up and maintenance of email and networking accounts of new and existing employees, establishes protocols for use of the printers/copiers, scanners, etc.
Liaises with ECTU and/or CN for purchasing new computer systems, computer components and software applications for the office and staff. This may include researching new technologies for application within the office.
Liaises with CN to ensure efficient and secure operation for all computer printers and related equipment.
5% – General
Ensures a welcoming and inclusive customer service.
Contributes to a welcoming and respectful workplace culture.
Collaborates and liaises with the RD as needed to fulfill responsibilities.
Works with the RD to identify training needs for the faculty and staff to address best practices.
Works with RD and other office managers in the Region to coordinate an annual regional meeting for the unclassified office managers and classified office coordinators to learn best operational practices.
Participates in professional development opportunities that are appropriate for this position.
Serves on committees as appropriate for the assignments of this position and to promote the OSU Extension Service in Harney County.
Other duties to support the RD and the Extension Harney County Support Team.
Minimum/Required Qualifications
Bachelor’s degree in Business, Business Administration, Finance, Management, or a related field, OR three (3) years of relevant advanced professional experience providing administrative and/or financial support to a program or office.
- The administrative support and personnel management may include demonstrated ability to plan, organize, evaluate, manage, and delegate; set priorities; and manage multiple projects, activities, and deadlines simultaneously.
- The financial support may include budgeting, reconciling, accounts payable/receivable, and property management.
Demonstrated experience with budgets.
Demonstrated experience in organization, decision-making, problem solving skills.
Demonstrated excellent verbal and written communication skills.
Excellent customer service skills.
Demonstrated interpersonal skills to work as a collaborative member of a team.
Proficient in the use of computers including applications such as or similar to Microsoft Office Suite for word processing, spreadsheet development, electronic mail, and scheduling.
Ability to maintain the strictest confidentiality.
Ability to work independently with minimal supervision.
Ability to make independent decisions and recommendations which align with policies, and ability to serve as a resource person.
Ability to supervise and manage staff.
A commitment to promote and enhance diversity and inclusion; and ability to interact with others with broad and diverse backgrounds.
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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.
Travel is necessary due to the combination of office and field work. This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess, and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University policy 05-030 et seq.
Preferred (Special) Qualifications
Experience using a financial information system such as Banner.
Experience using a human resources information system such as PeopleAdmin.
Experience with electronic information and business systems at a university or equivalent institution.
Experience utilizing technology to organize and manage electronic files, websites, schedule meetings and video conferences as needed.
Experience with compliance issues including, but not limited to civil rights and risk/safety.
Experience supervising and managing staff.
Experience networking and building collaborative relationships with stakeholders, community leaders and organizational leaders.
Knowledge of Extension Service and the Land Grant University system.
Knowledge of university hiring practices and policies.
Ability to adapt to a changing technological environment.
Working Conditions / Work Schedule
Travel will be necessary to support daily operations.
Working days/hours (0.80 FTE or 4 days a week): Tuesday – Friday, 8:30-5:00 office hours adjusted for an occasional night and evening meetings/events.
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No
Posting Number
P05254UF
Number of Vacancies
1
Anticipated Appointment Begin Date
04/18/2022
Anticipated Appointment End Date
Posting Date
02/17/2022
Full Consideration Date
Closing Date
03/10/2022
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions 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.
Applicants may elect to attach answers to the supplemental questions as “other document 1.”
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
Applicants may elect to attach answers to the supplemental questions as “other document 1.”
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.
For additional information please contact: Carol Waggoner at Carol.Waggoner@oregonstate.edu
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
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.
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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030 et seq.
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