Office Specialist 2 Job at Oregon State University
This recruitment will be used to fill one full-time Office Specialist 2 position for the Family Resource Center (FRC) at Oregon State University (OSU).
The Family Resource Center advocates for and provides quality programming and services to all OSU families with dependent care needs to support the academic, professional and personal growth and success of the whole person.
The Family Resource Center advocates for and provides quality programming and services to all OSU families with dependent care needs to support the academic, professional and personal growth and success of the whole person.
The FRC Office Specialist 2 is an engaging, public facing, client relations position. This position is the first point of contact for families accessing the Family Resource Center (FRC) and provides a variety of administrative support duties to the FRC. In particular, this position will provide support and coordination in the following areas: main office daily operations, events and conferences, campus early care and education (ECE) centers, and data collection and reporting. In supporting and managing the aforementioned programs and services, this position must coordinate with many campus partners including Facilities Services, University Housing and Dining Services, MU Building Services, Dixon RecSports, Student Affairs, ASOSU, and more.
Position Duties
60% Administrative and Operational Support
General Family Resource Center (center) support: Performs general center administrative duties including but not limited to: answering FRC main phone line; responding to or distributing emails in the general FRC inbox; scheduling meetings (rooms, food, speakers, presentations, prepare itineraries and agendas, etc.); reads, sorts, and distributes incoming mail; files information and completes policy, procedural, and operations manual updates; photocopies documents; orders office supplies and ensures maintenance of office equipment; meet and greet drop-in office traffic; client resource and referral; assists with invoice and contract processing. Supports boards and committees led by the FRC including on-going administrative and budget support to the Family Resource Center Leadership Team. Assist with invoice and contract processing and prepare expense reports for travel and expense cards of FRC Leadership Team. Makes minor edits to the FRC website, as assigned. Collects and processes Employee Child Care Assistance applications on behalf of the FRC and schedules committee meetings for the review of applications.
Campus ECE Center Support: Assists the Assistant Director of Facilities and Operations in the facilities and operations of all campus early care and education centers. Assists in facility work orders through the various campus partners: university facilities services, MU Building Services, UHDS, Dixon RecSports, etc. Verifying compliance of OSU’s Campus Child Care Center Policy and approve family enrollment at each center on a quarterly basis. Assist in secure access for new staff and families at applicable child care centers.
Lactation Program Support: Assists the Assistant Director of Facilities and Operations in the programming of the campus network of lactation rooms. Provides access to parents requesting access to the rooms or other lactation supports. Maintain FF&E and conditions of current network of 30+ dedicated lactation rooms via quarterly visits to each room and ensures that rooms are up to date on campus family supports and services. Work with the Assistant Director of Facilities and Operations on facility upgrades needed in any of the campus lactation rooms.
20% Events
Manage FRC’s annual events. Provide overall event management and oversight for pre-event planning and execution of plans for the following events (and other emergent events): Bring Your Kids to Campus Day, Kids Gift Closet, Trick-or-Treat Tour, Summer Camp Fair, National Work & Family Month, Celebrating Campus Children’s Centers, etc. Build and nurture relationships with campus partners to create successful events and increase campus participation. Assist in the development of FRC fundraising events and coordinate those events from inception to event date. Assess and evaluate individual events/programs, by monitoring participation and factors of success, to ensure they are meeting the pre-determined goals and objectives. Assist the Assistant Director of Facilities and Operations with the marketing of events.
Conference support- Assist in the on-going and emerging conference needs of the FRC. Duties will include conference planning and coordination, including arranging for dates, speakers/presentations, facilities, publications/advertising, conference materials, registration procedures and day of coordination and assistance.
15% Data collection/processing/reporting & Assessment
Conduct outreach to OSU peer institutions and other institutes of higher education regarding data collection and comprehensive benchmarking specific to similar programs and services offered by FRC and the University. Manage the FRC salesforce database, add/verify new families, and run term-by-term and annual data reports including the utilization of all FRC programs and services. Assists the Assistant Director of Facilities and Operations with the partnership with University Information and Technology regarding FRC and UIT data collection interface. Generate client satisfaction surveys and reports. Assists the FRC Leadership team on all annual reports and assessments.
5% other duties as assigned
Minimum Qualifications
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.
Additional Required Qualifications- Demonstrable contributions to promoting and enhancing diversity.
- Effective verbal and written communication.
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.
Preferred (Special) Qualifications
- BS or BA in Human Development, Child Development, Early Childhood Education, or related field
- Experience working directly with children and families
- Experience in planning special events
- Experience in graphic design
This position works in an office environment Monday through Friday 8am-5pm with some evening hours required.
This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. No This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No
Posting Detail Information
Posting Number
P04083CT
Number of Vacancies
1
Anticipated Appointment Begin Date
05/17/2023
Anticipated Appointment End Date
Posting Date
03/08/2023
Full Consideration Date
Closing Date
04/07/2023
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
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 classified staff positions.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Erika Woosley at erika.woosley@oregonstate.edu
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit
https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
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.
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. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
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