Administrative Office Manager
Location
Corvallis, OR | United States
Job description
Position Details
Position Information
Department Ext Clatsop Co Office (TEX)
Position Title Office Manager
Job Title Administrative Office Manager
Appointment Type Professional Faculty
Job Location Astoria
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option? Job Summary The Division of Extension and Engagement and the Extension Clatsop County Office invite applications for an Administrative Office Manager position that will serve Clatsop County. This is a full-time (1.00 FTE), 12-month, professional faculty position.
This Administrative Office Manager position is based at the Oregon State University Extension Service in Clatsop County Office. The office location is Astoria, Oregon.
The Administrative Office Manager (AOM) position is crucial to the day-to-day operations of the Extension Clatsop County Office and its role in the University. The AOM is a team member of the Extension Clatsop County Office and provides executive support for the office and the Coastal Regional Director (RD). This includes general administration and management, fiscal activities, facilities, human resources, risk management aspects, and other services integral to the Clatsop office and the Region. The position will provide supervision and direction for assigned staff, and will collaborate with the RD to ensure support is available for programs. 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 Extension Clatsop 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.
About the division: The Division of Extension and Engagement (Division) is core to Oregon State University's 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 Division website: .
OSU Extension's research, programs, partnerships and volunteer opportunities are focused on:
- Healthy communities and economies
- Resilient and productive forests and natural ecosystems
- Sustainable agriculture, food systems, and gardening
- Thriving youth, individuals and families
The Division has built the capacity and expectation for employees to use digital communications and technologies in the modern-day workplace. This reflects our demonstrable commitment to using digital communications tools and changing technologies as a primary way to raise Oregonian's awareness of and engagement with our organization, programs and resources. These activities will be included in the annual plan of work, impact statements and summary of accomplishments/achievements.
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.
OSU Division of Extension and Engagement's Diversity, Equity, and Inclusion
OSU Mission Statement
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:
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 This Administrative Office Manager embeds the commitment of the university to a collaborative and inclusive community in all interactions and duties performed and practices a welcoming and respectful workplace culture.
60% - 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 unit on finance, payroll, and human resources transactions for the office: OSU Controller's Financial Strategic Services (FSS) Unit; Human Resources Service Teams; and the Division's administration support teams.
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 district budget processes. Ensures public notice requirements are met. Ensures applicable budget meetings and hearings 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 and procedures. Prepares quarterly projections in consultation with the Division's Executive Director of Fiscal Operations.
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 with the Division's Executive Director of Fiscal Operations 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, service district 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.
Collaborates with RD to ensure support is available for programs and assists with program support as needed and directed by RD.
Supports critical administrative and program office needs with office support responsibilities 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 and express mail services, bank deposits, account maintenance, and other fiscal transactions.
Serves as the local contact for the Extension's civil rights program which includes working with the Division'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 Division's Diversity, Equity, and Inclusion Unit on creating and sustaining an inclusive organizational culture.
Travels throughout Clatsop County to support the operations of the OSU Extension Service in Clatsop County and to attend community events that aligns with the responsibilities of this position.
15% - Personnel Management Supervises classified support staff and other temporary and student assistants as needed. This includes hiring, planning and assigning work, approving leave requests, conducting performance evaluation, and working with RD and the appropriate Human Resources Office on disciplinary actions.
Ensures all employees competently use modern workplace digital tools and systems, and hires for demonstrated skill.
Seeks and supports professional development of supervised staff.
Collaborates with the RD, Human Resources Service Teams, and Division's Administration HR Support Team as applicable on the recruitment process of classified positions following current processing procedures, including the Division's Diverse Search Rule. Works with Student Employment Team on hiring of student workers.
Assists the RD with new employee onboarding and orientation.
Participates in and ensures access to training opportunities to build knowledge and consistent skills in digital communications, marketing and engagement technologies.
Works with RD to create a welcoming office environment.
Conducts staff meetings.
Uses digital project management, work production and collaboration tools for efficient internal work.
Serves as the local Strike Coordinator and the contact for the Division's Lead Strike Coordinator.
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.
Collaborates with the RD and Communications and Technology directors, and their teams, on strategic approaches and plans for digital communications, marketing and engagement.
Follows, reinforces and recognizes employee use of OSU and division brand guidelines, digital publishing standards, and digital contact management data integrity practices for communications, marketing and engagement, and assists the RD in evaluating and incentivizing these procedures.
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 Educational Ventures (ECampus) students in the local community. Serves as a liaison and contact for prospective OSU students.
Collaborates with the RD to implement marketing strategies at local level, in conjunction with statewide strategies developed by OSU and OSU Extension and utilizing appropriate digital tools to reach intended audience segments.
Works with OSU University Relations & Marketing and the OSU 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. Ensures custodial service needs for the office are provided.
Oversees day-to-day facilities issues, indicates needs for repairs/improvements, and coordinates management with RD and 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. Coordinates 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 digital files, web information, email newsletters, social media, digital contact lists and other digital tools and systems as needed for the Extension Clatsop County Office to adapt to a changing technological environment.
Coordinates the maintenance and repair of office equipment, submits 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.
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 Clatsop County.
Performs other duties to support the RD and the Extension Clatsop County Support Team.
What You Will Need Bachelor's degree in Business, Business Management, Communications, Finance, Management, Non-profit Management, or in a related field and three years' professional experience providing administrative and/or financial support to a program or office; or an equivalent combination of education, training, and professional administrative and/or financial support experience.
- 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 and general financial management.
Demonstrated excellent verbal and written communication skills.
Interpersonal skills to work as a collaborative member of a team.
Excellent customer service skills.
Experience with organization, decision-making, problem solving skills.
Experience in the use of computers including with information technology, collaborative work platforms and applications such as or similar to Microsoft Office Suite for word processing, spreadsheet development, email, and scheduling.
Experience utilizing technology to organize and manage digital files, schedule meetings and video conferences; and utilizing multiple forms of digital communication tools and systems such as websites, email newsletters and social media.
A commitment to promote and enhance diversity and inclusion; and ability to interact with others with broad and diverse backgrounds.
Demonstrated ability to maintain strict confidentiality and professionalism.
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.
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.
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.
What We Would Like You to Have - Experience with digital information and business systems at a university or equivalent institution.
- 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.
Working Conditions / Work Schedule Travel within the county will be necessary to support daily operations.
Pay Method Salary
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Recommended Full-Time Salary Range Salary is commensurate with skills, education and experience.
Link to Position Description Posting Detail Information
Posting Number P07767UF
Number of Vacancies 1
Anticipated Appointment Begin Date 04/01/2024
Anticipated Appointment End Date Posting Date 02/09/2024
Full Consideration Date 02/23/2024
Closing Date 03/24/2024
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 02/23/2024. 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; and
2) A Cover Letter indicating how your qualifications and experience have prepared you for this position.
3) A Diversity Statement addressing the following prompt:
After reviewing the OSU mission statement at and the emphasis on diversity, please state how your background and experience has prepared you to be effective in an environment that values diversity
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:
Alisha Hutchison
[email protected]
971-612-0022 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 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
[email protected] .
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