Administrative Program Assistant

Important Notifications:

Application Deadline: When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

Current Employees: Do not apply via the OSU Career site. Instead, please login to your regular Workday account and visit the Jobs Hub to apply.

Department:

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Special Instructions to Applicants:

When applying you will be required to attach the following electronic documents:

1) A resume

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

Starting salary will be commensurate with skills, education, and experience.

For additional information please contact:

Henry Yu

[email protected]

541-737-4771

Job Summary:

This recruitment will be used to fill one full-time Administrative Program Assistant position for University Housing and Dining Services at Oregon State University (OSU).

University Housing & Dining Services recognizes the importance of learning both in and out of the classroom and supports the concept of education as an individual as well as a community experience. UHDS strives to provide students, faculty, staff, and guests with safe, economical, convenient, and comfortable living and dining options, and the department works to maintain the highest educational and service standards. UHDS houses over 5,000 students and offers a variety of living and dining options in 16 residence halls, two apartment complexes, three dining centers, three coffee shops, a market, and retail dining options across campus. UHDS is an auxiliary enterprise which is funded solely by customers who use our services we receive no State or General fund allocation.

UHDS is committed to an appreciation for diversity, and fosters an open, respectful, and enjoyable living, learning, and working environment. A personal and professional commitment to providing excellent customer service and creating inclusive environments is a core value of University Housing and Dining Services.

The Residence Hall Service Center Operations Coordinator serves as a member of the Operations and Facilities unit within University Housing & Dining Services. This position provides leadership and supervision to 20-25 student Customer Service Representatives (CSR) of the two Residence Hall Service Centers. Duties include hiring, training, performance evaluation, task delegation, and supervision of the student CSRs. Under the direction of the Operations Manager for Resident Services, this position collaborates with the Administrative Program Assistant and the Senior CSRs to coordinate and complete a variety of administrative tasks for all Residence Hall Service Center operations. Tasks include key and access card management, mail and package inventory management, CSR scheduling, and audits of all Service Center assets. The Residence Hall Service Center Operations Coordinator is expected to be regularly present at two of the three Residence Hall Service Centers to maintain operational efficiency and accuracy.

The Residence Hall Service Center Operations Coordinator works with the Residential Conferences team to prepare key and access cards for summer conference groups and scholars staying in the Residence Halls. This position collaborates with the Operations Manager for Resident Services to hire and train summer student CSRs.

This position reports to the Operations Manager for Resident Services.

This position also provides excellent customer service, provides attention to detail, and possesses communication and relationship building skills.

Key Responsibilities:

• Residence Hall Service Center Administrative and Logistics Management
• Supervision
• Student Staff Training and Coordination
• Summer Operations Coordination
• Other Duties as Assigned

Qualifications:

Required Qualifications:

• 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.
• Demonstrated presentation and/or training experience
• Ability to foster an environment for staff that encourages a high level of customer service and performance
• Working knowledge of FERPA
• Demonstrated experience scheduling staff and coordinating work across multiple shifts and multiple locations
• Commitment to promoting an inclusive work environment
• Demonstrated competency with Microsoft Outlook, Microsoft Office suite, and Google application tools
• Ability to manage multiple priorities and timelines within an environment of frequent interruptions
• This position has daily direct contact with students, staff, and campus partners; therefore, the position requires good oral and written communication skills

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.

Preferred Qualifications:

• Degree in a relevant field
• Experience working in a mail/package operation
• Working knowledge with key and access management
• Experience managing audit processes for sensitive information or materials (i.e., mail, keys, building access, etc.)
• Experience in utilizing the StarRez Housing Management software
• Demonstrated experience working in an educational setting to include colleges, universities, or K-12 campuses
• Demonstrated experience in supervising personnel, to include hiring, personnel evaluations, discipline, team development and professional skill development

Working Conditions/Schedule:

Salary Range:

Anticipated Start Date:

Anticipated End Date:

When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

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. If this position has “critical or security-sensitive” responsibilities and/or driving duties and 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].