Office Specialist

Office Specialist 1

Oregon State University

Department: Ext Union County Office (TEX)

Appointment Type: Classified Staff

Job Location: La Grande

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time Office Specialist 1 position for the Division of Extension and Engagement's Extension Union County Office with Oregon State University (OSU).

This position will be located in La Grande, Oregon.

This Office Specialist 1 (OS1) position is based at the Oregon State University Extension Service Office in Union County. This position is a regional team member of the Extension Service.

Purpose of position

The OS1 provides general office support for the County office. This includes providing educational resources and general assistance to the public or referring individuals to the appropriate faculty or staff members, record and database management, and maintaining program resources. This position provides daily management of the Extension Office vehicles and maintenance needs of 4-H & Extension Service District building.

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 https://engagement.oregonstate.edu/: https://engagement.oregonstate.edu/.

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.

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: 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.

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

60% – Reception and General Support

• Answer multiple phone lines, screen and direct incoming calls.

• Greet visitors and provide instructions and directions.

• Provide excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.

• Inform public about specific information and services.

• Provide information to clientele when requested.

• Handle the sale of publications.

• Take in registration funds for programs.

• Reserve conference rooms and track usage.

• Provide canner lid testing to clientele. Oversee daily workflow of student workers who have various identities, cultural backgrounds, and communication styles and expectations.

30% – General Office Support

• Pickup, open and distribute mail, and prepare mailings.

• Meter and deliver all out-going mail to USPS or other sites as appropriate, including insect and plant specimens to specialists as requested by faculty.

• Update and maintain Extension databases.

• Maintain and organize office calendars.

• Order office supplies, equipment and building cleaning supplies.

• Organize and maintain publication files, including publication orders.

• Assist with equipment, facility and scheduling of vehicle repairs and maintenance.

• Assist with special projects as requested in all program areas.

• Open and close office daily per office hours and participate in daily staggered lunch hours.

• Drive/travel required for office-related errands.

10% – Other Duties

• Collaborate with supervisor and co-workers to meet office operational needs of the OSU Extension team.

• Provide information to clientele about Oregon State University’s classes, programs and resources. This includes communicating inclusively with a broad and diverse audience.

• Help maintain office work areas including customer counters, workstations and conference room; and assist co-workers to secure office and conference areas.

• Attend training opportunities to build basic knowledge and consistent skills to use digital communications, marketing and engagement technologies relevant to position duties.

• Perform other duties assigned as needed

What You Will Need

ADDITIONAL REQUIRED QUALIFICATIONS

• Work experience in an office environment, including working with computers.

• General knowledge and ability to use computers, including proficiency with information technology, professional office software and collaborative work platforms.

• Ability to interact and communicate successfully and inclusively, both in writing and verbally, with a broad and diverse audience in a professional, positive and friendly manner.

• Ability to work independently under general supervision and use judgment in determining work methods and priorities.

A commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming.

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

• Desire to share in the Extension Service mission and a willingness to work as a team to provide quality programs and outstanding customer service.

• Ability to learn and adapt to using multiple forms of digital communication systems, including websites, email newsletters, social media, and other tools in a changing technological environment.

• Ability to multi-task while completing other assignments on time.

Working Conditions / Work Schedule

Driving/traveling is required to perform office related errands.

Special Instructions 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.

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:

Robin Maille

robin.maille@oregonstate.edu

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.

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/5384316

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