Office Specialist 2 - Corvallis, United States - Oregon State University

Description

Position Information Department School of VPDA (CLA) Classification Title Office Specialist 2 Job Title Office Specialist 2 Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary 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 oversees 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. 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:

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 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 to learn more about the full value of the benefits provided at OSU. Key Responsibilities 70% Finance and General Office Support:

Help in all budget and financial needs in the Art and 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 broad questions.

Oversee the Art and Graphic Design email boxes and respond to questions as needed.

Give building tours to prospective students and their families; assemble and mail program and promotional materials to prospective students.

Issue after-hours passes and building/office key requests as needed/approved, parking permits for Fairbanks Parking Lot, and lockers/locks.

Maintain spreadsheet of locker users; clean out lockers at the end of the school year, clean out the faculty lounge refrigerator in the building at the end of each term, coordinate with ABM Custodial regarding cleanliness of Fairbanks Hall, coordinate and submit work orders with Facilities regarding building maintenance, and request Surplus and Recycling orders.

Coordinate with OSU fire marshal regarding capacity limits for classroom adds, and coordinate with PACS/PCMM and Risk Management regarding contracts and insurance certificate requests from vendors.

Support senior Art and Graphic Design students with questions for their gallery shows in the Praxis Gallery in Fairbanks and support the Fairbanks Gallery manager with open houses and artist receptions.

Disperse the mail, set up and maintain mailboxes for new and current employees, coordinate with Printing & Mailing regarding mail delivery and package pickup, coordinate updating and printing of faculty name/office location boards, and oversee building digital and paper bulletin boards, removing inappropriate content.

Update/maintain office accounting and purchasing files, faculty class syllabi and office hours.

Coordinate, generate and maintain records of donor thank you letters/cards.

Create purchase orders and department invoices, process and document incoming invoices for Art and Graphic, and manage the use and statement processing of the OSU visa cards.

Coordinate ordering of supplies/equipment required by faculty and staff, create approved purchase requests for new equipment through BennyBuy and eProcurement, use BennyBuy/eProcurement to look up vendors and vendor invoice/payment history, and invite new companies/individuals to become vendors with OSU so they can be paid in an efficient manner.

Oversee maintenance on department computers, copier, and printers, coordinate with CN for repairs.

Monitor ensemble enrollment to ensure students are registered through either OSU or SVPDA Academy.

Create payment and reimbursements requests for visiting clinicians, faculty and students and other guest performers and coordinate with faculty, travel agency, visiting clinicians and guest conductors as needed.

Make cash and check deposits to OSU Foundation and Kerr Admin cashier.

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.

Oversee the SVPDA Academy email box and assist and respond as needed.

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.

Help track class enrollment levels to meet the OSU standards.

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.

Use mail merge to prepare award letters and contracts for both new and continuing education scholarship recipients.

Collect and monitor signed scholarship contracts through DocuSign.

Submit all Art, Graphic Design, Music, and Theatre 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.

What We Require

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.

What You Will Need

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, art or graphic design 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 University Standard: 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 and training using BennyBuy, eProcurement, CLSS, DocuSign, Google and Outlook calendars, and CORE.

Experience accomplishing a range of tasks while meeting multiple deadlines.

Working Conditions / Work Schedule 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 occasionally need to walk between offices/buildings which house the various areas of the School of Visual, Performing and Design Arts in all weather conditions. Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min Salary $17.24 Max Salary $25.24 Link to Position Description