Office Specialist 2

Office Specialist 2

Oregon State University

Department: Hemp Center (AHC)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one part-time (approximately 20 hours per week) Office Specialist 2 position for the Hemp Center at Oregon State University (OSU).

This position provides essential administrative, communication, and operational support to advance the objectives of the Global Hemp Innovation Center at Oregon State University. The role ensures efficient coordination of calendars, meetings, and events; manages document design and preparation; oversees website, social media, and mailing list updates; and delivers general office support. By streamlining processes and maintaining accurate, professional communications, this position contributes to the success of research, outreach, and educational initiatives within the program. Additionally, the role supports special projects, grant applications, and HR processes as needed.

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 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources 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 https://hr.oregonstate.edu/benefits/prospective-employee 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.

• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

25% General Office Support:

• Provide general administrative support, such as answering phone, managing hemp email account, and maintaining/ordering office supplies, equipment, and conference materials.

• Maintain organized electronic filing systems.

• Handle incoming campus mail and packages.

• Coordinate travel arrangements and expense reimbursements for guest visitors.

• Liaise with RSS and FSS accountants, coordinating procurement requests and personal services contracts.

• Provide administrative support for recruitment and HR processes, such as posting assistance, scheduling, or document preparation.

20% Calendar Management:

• Proactively manage calendars for GHIC leadership team, including scheduling meetings and appointments with complex groups of internal and external stakeholders.

• Distribute Zoom recordings, transcriptions, and/or meeting minutes to attendees within 24 hours following meetings, as appropriate.

• Resolve scheduling conflicts efficiently and diplomatically.

20% Website & Social Media Updates & Mailing List:

• Update website content using Drupal and other content management systems.

• Solicit, draft, schedule and publish engaging content across various social media platforms (e.g., LinkedIn, Facebook, Instagram).

• Monitor social media channels for comments and messages and respond according to Center guidelines.

• Track website and social media analytics and provide basic periodic summary reports.

• Send email to mailing list via Mailchimp. Update mailing list as needed.

15% Document Design & Preparation:

• Design and format various documents, including presentations, reports, proposals, and marketing materials, using Microsoft Office Suite (Word, PowerPoint, Excel, Outlook), Adobe products, or other design tools as needed.

• Ensure all documents adhere to university branding guidelines and maintain a consistent professional appearance.

• Proofread and edit documents for accuracy, grammar, and style.

• Create templates and standardized formats for recurring documents.

15% Event Planning & Coordination:

• Coordinate and execute Center events, from small meetings to large conferences.

• Coordinate event logistics including advertising, room scheduling, catering, preparation of materials, and Zoom scheduling for hybrid events.

• Promote events through marketing materials and social media.

• Ensure events run smoothly and meet Center expectations.

5% Additional Duties:

• Other duties as assigned, in support of Center priorities.

What You Will Need

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and ability to learn other software tools such as Adobe products, Box, Zoom, Drupal, and Mailchimp.

Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.

Excellent written and verbal communication skills, including proofreading and editing for accuracy and style.

Ability to work independently and exercise sound judgment within established guidelines.

Experience coordinating meetings, or events.

Familiarity with social media platforms and basic content management.

Commitment to maintaining confidentiality and professionalism in all interactions.

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

Associate or bachelor's degree in business administration, communications, or a related field.

Experience working in higher education or a research environment.

Advanced skills in document design and formatting using Adobe Creative Suite or similar tools.

Experience with the Banner, CORE, Drupal, and other academic systems.

Familiarity with Mailchimp or other customer relationship management tools and email marketing platforms.

Knowledge of OSU policies, branding guidelines, and administrative systems.

Demonstrated ability to analyze social media and website metrics to adaptively increase audience reach and impact.

Experience in project coordination.

Experience coordinating travel.

Experience supporting grant applications or research projects.

Experience with frontline customer service including routine inquiries via phone and in-person.

Working Conditions / Work Schedule

This position primarily operates in a typical office environment with standard business hours. It is a hybrid role, requiring both remote work and occasional on-campus presence for meetings, events, or special projects. Minimal physical requirements are expected, limited to routine office tasks such as lifting light materials (up to 20 lbs). Occasional evening or weekend work may be required to support events or time-sensitive projects including rare occasional overnight travel.

Special Instructions to Applicants

To ensure full consideration, applications must be received by February 18, 2026. 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 this position.

Cover letters are optional for this position and will not be used for evaluating your qualifications.

Please attach a work sample you have created showing your ability to use Microsoft Office Suite or Adobe (e.g. flyer, poster, newsletter). (Please attach as other Document 1)

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact:

Zhaohui Wu

Zhaohui.wu@bus.oregonstate.edu

541-737-3514

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. 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 https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/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.

To apply, please visit: https://apptrkr.com/6946084

Copyright ©2025 Jobelephant.com Inc. All rights reserved.

https://www.jobelephant.com/

jeid-ffcc68c1d2a8c34e9b4141d9ae324c8d