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Administrative Program Assistant

Oregon State University

Oregon State University

Department: Univ Housing and Dining (MHD)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time, academic year, 10-month, Administrative Program Assistant position for University Housing and Dining Services at Oregon State University (OSU).

UHDS' vision is to engage our students, enrich their lives, and help them thrive. 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. On the Corvallis Campus, UHDS houses 5,000 students and offers a variety of living and dining options in 16 residence halls, three dining centers, three satellite locations, catering, and two apartment complexes. UHDS is an auxiliary enterprise and 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.

UHDS staff members are expected to demonstrate a personal and professional commitment to providing excellent customer service. Creating inclusive, welcoming, and safe environments are core values of University Housing & Dining Services.

This position will adhere to all OSU and UHDS policies and procedures. This position will have access to detailed personally identifiable information about students, faculty, staff, or alumni which might enable identity theft and is required to work in and have access to student rooms and community areas of student residences while occupied by students, therefore this position requires a background check.

The Administrative Program Assistant position assists the Operations Manager for Resident Services & Apartment Assignments Coordinator with the ongoing direction and operation of the UHDS Service Center program. The UHDS Service Centers serve as the main customer service point for students living on campus, handling mail, packages, and keys for 5,000+ students. The Service Center program employs three Administrative Program Assistants, each of whom has a primary Residence Complex Service Center that they provide leadership and oversight for, however the Administrative Program Assistants can expect to work at any of the five UHDS Service Centers based on the business needs of UHDS.

This position is responsible for administration and records management of the UHDS resident room key and electronic access systems and the mail/package tracking systems for on-campus residents. This position provides customer service functions by answering the main office phone, receiving and distributing emails from the general inbox, and interacting in person with vendors, campus partners, UHDS staff members, and residents. This position is the primary point of contact for the regular check in/out of keys and electronic access devices to on campus residents and part of the resident check in/out process, as well as entering information into key and access tracking systems. This position is also the primary point of contact for all mailing functions at the Service Center, including receipt, processing, troubleshooting, and distribution of USPS and private carrier deliveries. In addition, this position may provide administrative, logistical, and project work support for other members of the UHDS Operations team.

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.

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

50% SERVICE CENTER LOGISTICS & COORDINATION
25% LEAD WORK DUTIES
15% REPORTING & AUDITING
10% OPERATIONS UNIT SUPPORT

What You Will Need

• Demonstrated ability to communicate successfully and inclusively, both in writing and verbally, with a diverse audience.

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

• Experience with information management systems, report generation and information auditing, maintaining databases, producing memos and correspondences.
• Excellent written and oral communication skills. Ability to communicate concepts, policies, and procedures clearly and effectively.
• Ability to manage multiple priorities within an environment of frequent interruptions.
• Experience with key management systems.
• Experience with mail and package handling.
• Professional work experience in a university housing operation.

Working Conditions / Work Schedule

This position works in a customer-facing office environment within the five UHDS Service Centers. Work location may vary depending on staffing needs. Typical schedule is M-F 8am – 5pm, however alternative working days/hours may be approved depending on departmental needs. Work is performed on-site.

This position may be required to work evenings and/or weekends during critical times of the year, such as Fall move-in, Spring move-out, and term-to-term transitions.

This position will require the ability to lift and stack packages in the course of daily duties, and the ability to move from one work-site to another in different areas of campus as needed. Must be able to lift items weighing up to 30 pounds and roll carts containing items up to 50 pounds.

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: Henry Yu at Henry.yu@oregonstate.edu or 541-737-7503.

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/5476122

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