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Office Specialist 2

Full Time • Eugene, OR, United States of America

17 - 25 (Hourly) Added 3 weeks, 1 day ago

Summary

LOCATION

Eugene, Oregon

QUALIFICATIONS

Two years of general clerical experience or an Associate's degree in Office Occupations or Office Technology, with proficient skills in writing, interpersonal communication, and social media.

RESPONSIBILITIES

Provide general office support, customer service, manage program enrollments and communication, maintain social media and website content, assist with event planning, and ensure an inclusive work environment.

INDUSTRY

Higher Education / Extension Services

SHORT DESCRIPTION

The Office Specialist 2 will support OSU Extension programs in Lane County by performing administrative tasks, delivering excellent customer service, and engaging with the community through various digital communications.

Office Specialist 2

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Please see Special Instructions for more details.

The closing date has been extended in order to expand the original applicant pool.

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: Laura Corder, laura.corder@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 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 employee.relations@oregonstate.edu.

Position Details

Position Information

Department

Ext Lane County Area (TEX)

Classification Title

Office Specialist 2

Job Title

Office Specialist 2

Appointment Type

Classified Staff

Job Location

Eugene

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 Division of Extension and Engagement’s Extension Lane County Office with Oregon State University (OSU).

This Office Specialist position is based at the Oregon State University Division of Extension and Engagement’s (division) Extension Service office in Lane County, Oregon.

The Office Specialist is a member of the OSU Extension Lane County support team. This individual performs a wide range of office support, technical, and/or minor administrative or business-related tasks in support of OSU Extension programs and/or operations. The Office Specialist assists clientele who phone or visit the office. This individual assists with communication, data entry and office support for Extension programs in Lane County. This includes providing excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.

In addition, this position provides general office and outreach support for the 4-H Youth Development, Family and Community Health, Forestry, Master Gardener, Horticultural and Agricultural programs as needed.

Key duties include:

assisting with program enrollment and participant registration,
maintaining the contents on the Extension Lane County website and social media resources,
assisting managing faculty with program advertising and marketing.

This individual assists the program faculty and staff with ensuring that educational programming and outreach activities serve broad and diverse populations in an accessible, inclusive, equitable, and socially just manner.

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.

About Lane:

Lane County is one of 36 counties in Oregon and is located in Western Oregon. The faculty, staff, and trained volunteers of the OSU Extension Service in Lane County work alongside local partners to provide educational workshops, activities, and services tailored to the unique industries, natural resources, and people in the Lane County communities. To learn more about Lane County, visit the Lane County Oregon webpage (https://www.lanecounty.org/home) and the Extension Lane County webpage (https://extension.oregonstate.edu/lane).

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. For more information about our division and its core units and initiatives: https://engagement.oregonstate.edu/.

Oregon State University strives to ensure that all educational programs, services, activities, and materials we offer to the public are identified, developed, delivered, and evaluated in an accessible, inclusive, equitable, and socially just manner. OSU division’s educational programs, services, activities, and materials are available to all people. OSU division prohibits discrimination in all its programs, services, activities, and materials. All employees are responsible for and expected to comply with Civil Rights obligations and actively work to expand access to all eligible populations.

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 comprehensive benefits package 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 Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

30% General Office Support

Serve as reception and front office support. Greet clients in person and by phone.
Respond to inquiries and requests in a timely, courteous, and accurate manner. This includes responding to requests for information regarding programs and services; explaining and clarifying rules, processes, and procedures to the public; providing specialized information about services available. Direct inquiries to appropriate information resources, faculty, staff or volunteers.
Provide excellent customer service.
Answer telephones using multi-line system, take messages, route incoming calls.
Handle shipping and postage needs for office. Travel/driving will be required.
Open and close the office daily based on the Extension Lane County Office operation hours and participate in daily staggered lunch breaks.

30% General Program Technological and Communication Support

Coordinate and post content for social media, including but not limited to Facebook, Twitter, Instagram and/or other media as they arise.
Work with faculty and volunteers to develop engaging and inclusive content for use across social media platforms. Assist with developing social media ad campaigns to promote programs. Coordinate with faculty and staff to align website and social media content.
Update content on the Extension Lane County website; create/design digital materials for content on web pages, working with the program’s faculty; and update calendars.
Create, design, proof and distribute fliers, newsletters and other educational materials etc. for local programs and events.
Collaborate with faculty and staff to promote programs and services.
Ensure communication and marketing initiatives are consistent, inclusive, and accurate in presentation.

25% General Program Business Support

Assist faculty and staff with registration set-up and management, both online using Ideal-Logic and through other mechanisms.
Assist clients with registration processes.
When requested, assist the Administrative Office Manager with event planning and coordination, including arranging for volunteers, facilities, publications/advertising, conference materials, and registration procedures for Home Shows, fair activities, etc. Travel/driving will be required.
Prepare documents (letters, reports, memos, forms, etc.) from draft or general instructions as needed.
Review enrollment/registration and volunteer applications for accuracy and completeness.
Contact registrants, parents, volunteers, partners, faculty, staff or other people, as necessary, to obtain missing information. Make corrections or follow-up as appropriate. Exercise excellence in customer service during follow-up. Individuals will have various identities, backgrounds, and communication styles and expectations. Utilize forms of communication best suited to situation (phone, fax, e-mail, letter, etc.).
Collaborate and assist other staff members with utilizing Ideal-Logic (the OSU online registration program) and other databases, as appropriate, to retrieve information, generate reports and complete data entry tasks.
Maintain security and confidentiality of client/student, volunteer and 4-H member information.

5% General Technology Support

Utilize technology to organize and manage digital files.
Provide other general technological support as needed.

5% Fiscal Support

Collect funds for services and materials such as registration fees, sale of publications.
Record and maintain a record of all fiscal transactions and submit them to the Administrative Office Manager.
Process and reconcile fiscal transactions on OSU assigned card credit used for unit’s business transactions.
Serve as a backup to the Administrative Office Manager and/or other staff to deliver bank deposits, when necessary. Travel/driving is required.
Perform responsibilities as they relate to OSU relationship with County 4-H Association and County Master Gardener Association, where applicable: Follow OSU financial policies, standards, rules, procedures, and best practices and the County Association agreement.

5% Other Duties

Provide general office support, in collaboration with other staff members, under the oversight of the Administrative Office Manager.
Assist the Administrative Office Manager with ensuring a safe, welcoming, and respectful environment for all employees, constituents and clients.
Provide excellence and empathetic customer service while engaging in culturally appropriate and inclusive communication for all.
Complete the division’s civil rights training session(s).
Assist Administrative Office Manager with civil rights obligations such as collecting data and documents for internal reviews and ensuring program marketing materials include reasonable accommodations information.
Perform other duties as assigned.

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

Demonstrated excellence in interpersonal skills.
Demonstrated excellence in writing, copy editing and proofreading.
A commitment to understanding and utilizing modern social media for communication and marketing.
A commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming.
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 work effectively and accurately with minimal supervision.
Ability to engage and communicate successfully and inclusively, both in writing and verbally, with a broad and diverse audience in a culturally responsible manner.

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

High school diploma or GED.
Ability to adapt to a changing technological environment.

Working Conditions / Work Schedule

Work is primarily conducted in an office setting; however, the position will require flexibility to work in evenings and weekends based on support of programming needs such as supporting shows and fairs, coordinating with supervisor to adapt work schedule to address the programming needs.

Access to a vehicle is necessary as duties will require travel/driving to perform office support duties such as handling shipping and postage needs; setting up of events; delivering of bank deposits, etc. Business mileage will be reimbursed based on OSU policies. For information on vehicle use: https://risk.oregonstate.edu/vehicles.

Pay Method

Hourly

Pay Period

16th - 15th of the following month

Pay Date

Last working day of the month

Min Salary

$17.59

Max Salary

$25.74

Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/143681

Posting Detail Information

Posting Number

P05077CT

Number of Vacancies

Anticipated Appointment Begin Date

01/16/2025

Anticipated Appointment End Date

Posting Date

12/04/2024

Full Consideration Date

Closing Date

01/01/2025

Indicate how you intend to recruit for this search

Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants

The closing date has been extended in order to expand the original applicant pool.

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: Laura Corder, laura.corder@oregonstate.edu