Job description
This recruitment will be used to fill one full-time Office Specialist 2 position for the School of Visual, Performing and Design Arts at Oregon State University (
OSU
).
The Office Specialist 2 position in the School of Visual, Performing and Design Arts provides office support to the Art and Graphic Design areas by, ordering classroom and course supplies, equipment, generating mailings, submitting facilities work orders and key requests, creating purchase orders, submitting contracts for signature, processing invoices for payment, processing deposits, and other general office tasks, working at an independent level. Inputting class scheduling data into the CLSS system. Being the front face of the Art and Graphic Design department. Coordinates the SVPDA Academy which handles summer camps and School workshops and events.
The Office Specialist 2 position in the School of Visual, Performing and Design Arts provides office support to the Art and Graphic Design areas by, ordering classroom and course supplies, equipment, generating mailings, submitting facilities work orders and key requests, creating purchase orders, submitting contracts for signature, processing invoices for payment, processing deposits, and other general office tasks, working at an independent level. Inputting class scheduling data into the CLSS system. Being the front face of the Art and Graphic Design department. Coordinates the SVPDA Academy which handles summer camps and School workshops and events.
The incumbent in this position maintains the front office, meets, greets, and provides assistance to students, visitors, faculty, and staff.
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 :
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 county. 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:
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Position Duties
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 county. 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.
- 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.
70% Finance and General Office Support:
Help in all budget and financial needs in the Art/Graphic Design department by watching spending; making sure approval for any purchase is obtained from the Budget Authority prior to purchases, and processing all payments in a timely manner. Route, answer and/or take messages for all phone calls as necessary; greet and route visitors to the appropriate location and/or person; explain department degree programs; and answer general questions. Give building tours to prospective students and their families; assemble and mail promotional materials to prospective students. Issue after-hours passes and building/office key requests as needed/approved.
Issue lockers/locks and maintain spreadsheet of locker users; clean out lockers at the end of the school year. Coordinate with ABM regarding cleanliness of Fairbanks Hall; coordinate and submit work orders with Facilities regarding building maintenance; request Surplus and Recycling orders. Coordinate with OSU fire marshal regarding capacity limits for classroom adds. Coordinate engraving of perpetual award plaques. Clean out the faculty lounge refrigerator and all the piano keyboards in the building at the end of each term.
Create approved purchase requests for new equipment through BennyBuy and eProcurement. Coordinate ordering of supplies/equipment required by faculty and staff. Coordinate with PACS/PCMM and Risk Management regarding contracts and insurance certificate requests from vendors. Disperse the mail; set up and maintain mailboxes for employees. Coordinate with Printing & Mailing regarding mail delivery and package pickup; coordinate updating and printing of faculty name/office location boards. Oversee building bulletin boards and remove inappropriate content. Update/maintain office accounting and purchasing files, faculty class syllabi and office hours. Mail programs information to prospective students. Coordinate, generate and maintain records of donor thank you letters/cards. Create payment and reimbursements requests for visiting clinicians, faculty and students and other guest performers. Create purchase orders and department invoices. Process and document incoming invoices for Art and Graphic. Manage the use and statement processing of the OSU visa cards. Use BennyBuy/eProcurement to look up vendors and vendor invoice/payment history; invite new companies/individuals to become vendors with OSU so they can be paid. Monitor ensemble enrollment to ensure students are registered through either OSU or SAC Academy. Coordinate with faculty, travel agency, visiting clinicians and guest conductors to make travel arrangements. Make cash and check deposits to OSU Foundation and Kerr Admin cashier. Provide support for and schedule Zoom interviews for potential department hires; make travel arrangements for interviewees. Oversee maintenance on department computers, copier, and printers, coordinate with CN for repairs.
10% SVPDA Academy and Youth Summer Camps
In coordination with Ideal-Logic, set up all SAC Academy registrations for Marching Band, Basketball Band, Rhythm and Beavs, Campus Band, University Choral, various workshops, and youth summer camps like JumpstART, Chamber Music Workshop, Music Recording and Technology, Choir Camps, etc. Process all deposits, work with the faculty to apply awarded scholarship funds to the youth, and order all t-shirts and supplies for the camps. Schedule camp housing and dining, activities, and work with the Assistant to the Director to hire/PSC all needed instructors, RAs, and student workers for each activity. Watch approved budgets to stay within the approved spending limits. Provide the faculty with rosters of all attendees, support them with issues, and complete any honorarium payments for visiting artists/guest speakers.
10% Scheduling & Registration Assistance:
Take course scheduling information that is developed by the Director, Program Coordinator, Faculty, and Advisor and input the data into the CLSS system in close coordination with the Art and Graphic Design Program Coordinator. Work with the Art and Graphic Design Program Coordinator to resolve any issues presented by the Schedule Desk.
5% Scholarships:
Work with the Art and Graphic Design Scholarship Committee and the Assistant to the Director with overseeing and managing the scholarship award processes. Using mail merge, prepare award letters and contracts for both new and continuing education scholarship recipients. Collect and monitor signed scholarship contracts through DocuSign. Submit all Art and Graphic Design scholarship awards in ScholarDollars. Verify student scholarships each term to insure they are meeting the requirements. Use CORE database to help with scholarship data of student GPAs for continuing student scholarship applications.
5% Other Duties:
Other duties as needed in support of the Art and Graphic Design departments.
Minimum Qualifications
Other duties as needed in support of the Art and Graphic Design departments.
Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Additional Required Qualifications- Exceptional organizational skills with the ability to pay attention to details; problem solving, flexibility and the ability to work independently.
- A firm understanding of basic office practices including knowledge and proficiency of software programs related to word-processing including MS Word, MS Excel, MS Outlook, Adobe Acrobat.
Experience in high public contact situations (face-to-face and via the telephone) in relaying to patrons, vendors, students, staff and faculty basic information regarding academic programs, scholarships, musical events, etc.
Experience interpreting and applying policies and regulations to “real world” situations; using policies and regulations to guide decisions and processes.
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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions.
Experience and training using BennyBuy, eProcurement, CLSS, DocuSign, Google and Outlook calendars, and CORE.
Experience accomplishing a range of tasks while meeting multiple deadlines.
Fairbanks Hall is not air conditioned and can be very warm during the summer. There can also be quite a bit of noise from traffic in the halls and from students attending classes in this building. This employee will need to walk between offices/buildings which house the various areas of the School of Visual, Performing and Design Arts in all weather conditions.
This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. No 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 Detail Information
Posting Number
P04121CT
Number of Vacancies
1
Anticipated Appointment Begin Date
05/01/2023
Anticipated Appointment End Date
Posting Date
03/30/2023
Full Consideration Date
04/23/2023
Closing Date
04/30/2023
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 April 23, 2023. 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 classified staff positions.
Cover letters are optional for this position and will not be used for evaluating your qualifications.
Equivalent required experience is based on full-time equivalent (40 hours per week).
If you are using relevant volunteer experience to meet minimum qualifications, please include this information in the Employment History section of the application.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact:
Coleen Keedah at Coleen.keedah@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.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
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. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
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 classified staff positions.
Cover letters are optional for this position and will not be used for evaluating your qualifications.
Equivalent required experience is based on full-time equivalent (40 hours per week).
If you are using relevant volunteer experience to meet minimum qualifications, please include this information in the Employment History section of the application.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact:
Coleen Keedah at Coleen.keedah@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.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
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. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
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