Administrative Office Manager (Internal Employment Opportunity)

Department Ext Columbia Co Office (TEX) Position Title Office Manager Job Title Administrative Office Manager (Internal Employment Opportunity) Appointment Type Professional Faculty Job Location St Helens Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Job Summary

This is an Internal Employment Opportunity.

The Division of Extension and Engagement is seeking an Administrative Office Manager for the Extension Columbia County Office. This is a full-time (1.00 FTE), 12-month, professional faculty position.

This Administrative Office Manager position is based at the Oregon State University Division of Extension and Engagement’s (division) Extension Service Office in Columbia County. The office location is in St. Helens, Oregon.

The Administrative Office Manager (AOM) position is crucial to the day-to-day operations of the Extension Columbia County Office and its role in the University. The AOM is a team member of the Extension Columbia County Office and provides administrative support for the office and the Coastal Regional Director (RD). This includes general administration and management, fiscal activities, facilities, human resources, risk management aspects, and other services integral to the Extension Columbia County office and the Region. The position will supervise OSU temporary and student employee(s) as needed and will collaborate with the RD to ensure support is available for programs. In addition, this AOM will work collaboratively with the RD to increase the diversity of the Region’s workforce, including assisting the RD with the Extension Civil Rights program.

The AOM must be knowledgeable about all facets of the Extension Columbia County Office and Regional activities and is expected to organize and prioritize a demanding and complex workload, monitor progress, and adapt to changing needs.

The AOM must manage operations by making decisions independently and in conjunction with the RD as appropriate. This individual works with personnel at all levels of the university to determine the applicable policies, standards, rules, and procedures for operational activities and consistently and efficiently apply them appropriately. In addition, this person will work collaboratively with the RD to develop strong, positive local relationships with county governments, elected and appointed county/state/federal officials, and local stakeholders.

This individual will also serve as the local contact for the Extension’s civil rights program which includes working with the division’s Civil Rights review Director to achieve internal compliance.

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 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. More information about our division and its core units and initiatives is available on the division’s website: 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 of Extension and Engagement 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

65% – Administrative and Financial Functions

Oversees and manages the administrative and office support of the Extension office. This requires organizing the day-to-day operations and participating in activities that affect the administrative support services.

Works with the appropriate university unit on finance, payroll, and human resources transactions for the office: OSU Division of Finance and Administration’s financial units; Human Resources Service Teams; and the division’s administration support teams.

Collaborates with and assists RD on budget development. This may include drafting annual budgets, developing cost projections for budget requests, and making relevant adjustments in support of the RD’s final budget submission.

Coordinates and supports annual district budget processes. Ensures public notice requirements are met. Ensures applicable budget meetings and hearings are scheduled. Updates budget documents. Coordinates with RD on the completion of any annual budget requirements.

Works with the RD in monitoring fiscal activities. Accepts limited OSU signature authority as delegated by RD for recurring fiscal activities with responsibility to ensure compliance with OSU policies, standards, rules & procedures. Prepares quarterly projections in consultation with the division’s Executive Director of Fiscal Operations.

Tracks expenditures and resources by program area and funds and develops monthly budget reports for RD and the appropriate faculty. Analyzes and compares budget to actual results to monitor financial performance.

Supports and oversees (may also create) the creation of workshop registrations. Collects payments and reconciles payments against the applicable documentation to maintain current and accurate records. Resolves discrepancies and works with the division’s Executive Director of Fiscal Operations as needed.

Advises all OSU employees within the County on proper handling of registration fees and other revenue, and proper purchasing procedures to be consistent with OSU policies, standards, rules, and procedures and sound business practices.

Develops and administers contracts and agreements following OSU policies, standards, rules, and procedures. Works with the RD to ensure all agreements are current: memoranda of understanding, intergovernmental agency agreements, partnership agreements, general county or service district intergovernmental agreements, vehicle use agreements, and any rental/lease/sub-lease arrangements as appropriate.

Arranges or coordinates office meetings, appropriate gatherings, and Advisory Groups.

Assists the RD with the recruitment searches as requested.

Collaborates with RD to ensure support is available for programs and assists with program support as needed and directed by RD.

Supports critical administrative and program office needs with office support responsibilities such as answering telephones, taking messages, routing incoming phone calls, setting up voicemail boxes in the phone system, maintaining an online calendar for the office, mail and shipping, bank deposits, account maintenance, and other fiscal transactions.

Serves as the local contact for the Extension’s civil rights program which includes working with the division’s Access, Compliance, and Inclusive Innovation Unit (ACII Unit) to achieve internal compliance. This may include assisting with the scheduling of internal review and corresponding arrangements; informing OSU employees within the County of our civil rights requirements; participating in civil rights training sessions; and ensuring that the Extension Columbia County civil rights files are current.

Works with the RD and the division’s ACII Unit on creating and sustaining an inclusive organizational culture.

Travels/drives throughout Columbia County to support the operations of the OSU Extension Service in Columbia County and to attend community events that align with the responsibilities of this position.

10% – Personnel Management

Works with RD to create a collaborative and respectful office environment that is safe, inclusive, and welcoming.

Supervises OSU temporary and student employee(s) as needed who will have various identities, cultural backgrounds, and communication styles and expectations. This includes hiring, planning and assigning work, approving leave requests, and working with RD and the appropriate Human Resources Office on disciplinary actions.

Assists and supports OSU employees within the County with Human Resources related actions around volunteers and other on-site needs, working with RD and other OSU teams/units as applicable and the assigned Human Resources Strategic Partner where appropriate.

Collaborates with the RD, Human Resources Service Teams, and division’s Administration HR Support Team as applicable on the recruitment process of positions following current processing procedures. Works with Student Employment Team on hiring of student employees.

Assists the RD with new employee onboarding and orientation.

Completes the division’s civil rights training(s) and ensures completion by all employees supervised by AOM. May assist Regional Director with coordinating completion of training by employees in County.

Conducts staff meetings and incorporates accommodation needs.

Seeks and supports professional development of OSU Columbia County employees as directed by RD.

Participates in and ensures access to training opportunities to build knowledge and consistent skills in digital communications, marketing and engagement technologies.

Ensures all employees competently use modern workplace digital tools and systems, and hire for demonstrated skill.

Uses digital project management, work production and collaboration tools for efficient internal work.

Serves as the local Strike Coordinator and the contact for the division’s Lead Strike Coordinator.

10% – Outreach and Engagement

In collaboration with the RD, serves as liaison to the local county government and county stakeholders.

In collaboration with the RD, builds and maintains relationships with elected and appointed county, state and federal officials; keeps state and federal legislators within the Region informed of Extension’s activities and value; executes legislative communication plan.

Collaborates with the RD and Communications and Technology directors, and their teams, on strategic approaches and plans for digital communications, marketing and engagement, that reaches a diverse and broad group of customers with varying backgrounds, needs, and identities.

Follows, reinforces and recognizes employee use of OSU and division brand guidelines, digital publishing standards, and digital contact management data integrity practices for communications, marketing and engagement, and assists the RD in evaluating and incentivizing these procedures.

Helps members of the public connect to the full complement of OSU resources, including outreach and service-learning programs.

Provides excellent customer service to a diverse and broad group of customers and stakeholders with varying backgrounds, needs, and identities and engages them with culturally appropriate and inclusive communication. In collaboration with the RD, ensures customer satisfaction with services within the county.

Responds to requests for information in collaboration with RD.

Communicates county needs to RD. Collaborates with RD on topic identification, process, and criteria development, etc.

Collaborates with the RD to create and manage a broadly representative advisory committee/education council at the county level. Reports committee output to RD and other stakeholders as appropriate.

Provides proctored test sites for OSU Division of Educational Ventures (ECampus) students in the local community. Serves as a liaison and contact for prospective OSU students.

Collaborates with the RD and the division’s central Communications and Marketing unit to implement marketing strategies at local level, in conjunction with statewide strategies developed by OSU and OSU Extension and utilizing appropriate digital tools to reach intended audience segments.

Works with OSU University Relations & Marketing and the OSU Extension Communications unit to develop effective relationships with local media.

5% – Operations Management

Contributes information to the RD for the development of regional operations plans to ensure comparable and equitable treatment.

Organizes stakeholder communication efforts, where appropriate.

Coordinates all property and building maintenance projects through the appropriate process as outlined in the lease/sub-lease agreements. Ensures custodial service needs for the office are provided.

Oversees day-to-day facilities issues, indicates needs for repairs/improvements, and coordinates management with RD and appropriate lease/sub-lease representative.

Serves as the safety coordinator and assists RD by submitting safety reports, ensuring office, equipment and workspaces are kept safe and meet all requirements of OSU and the lease/sub-lease agreements.

Coordinates with the appropriate lease/sub-lease representative if any safety modifications need to be made to the facilities. Works with RD to ensure the office’s Emergency Operations Plan is up to date for the office.

Works with the OSU Emergency Preparedness Office to create and maintain an alert notification system for the office. In the event of an emergency, the AOM will coordinate any notification and accountability with the RD.

5% – Technology Support

Serves as a conduit and resource for information technology needs as appropriate and/or directs to the Extension Computing Technology Unit (ECTU) and/or Community Network Help Desk. This includes serving as the Local Resource Person (LRP), a liaison between the Extension County Office and CN.

Utilizes technology to organize and manage digital files, web information, email newsletters, social media, digital contact lists and other digital tools and systems as needed for the Extension Columbia County Office to adapt to a changing technological environment.

Coordinates the maintenance and repair of office equipment, submits tickets to CN for the set-up and maintenance of email and networking accounts of new and existing employees, establishes protocols for use of the printers/copiers, scanners, etc.

Liaises with ECTU and/or CN for purchasing new computer systems, computer components and software applications for the office and employees. This may include researching new technologies for application within the office.

Liaises with CN to ensure efficient and secure operation for all computer printers and related equipment.

5% – General

Collaborates and liaises with the RD as needed to fulfill responsibilities.

Works with the RD to identify training needs for the OSU employees within the County to address best practices.

Works with RD and other office managers in the Region to coordinate an annual regional meeting for the unclassified office managers and classified office coordinators to learn best operational practices.

Participates in professional development opportunities that are appropriate for this position.

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

Serves on committees as appropriate for the assignments of this position and to promote the OSU Extension Service in Columbia County.

Performs other duties to support the RD and the Extension Columbia County Support Team.

What You Will Need

• Bachelor’s degree in business, business management, communications, finance, management, Extension Service-related field, non-profit management, or in a related field; and three (3) years’ professional experience providing educational/administrative and/or financial support to a program or office.
• Experience with budgets and general financial management.
• Interpersonal skills to work as a collaborative member of a team.
• Excellent customer service skills with the ability to assist and support a diverse and broad group of customers with varying backgrounds, needs, and identities.
• Experience with organization, decision-making, problem solving skills.
• Proficient in the use of computers including with information technology, collaborative work platforms and professional office software such as or similar to Microsoft Office Suite for word processing, spreadsheet development, email, and scheduling.
• Experience utilizing technology to organize and manage digital files, schedule meetings and video conferences as needed.
• A commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming; and ability to interact with others from broad and diverse backgrounds.
• Ability to communicate successfully and inclusively, both in writing and verbally, with a broad and diverse audience.
• Ability to learn and adapt to using multiple forms of digital communication tools and systems, including websites, email newsletters, social media, and other tools in a changing technological environment.
• Ability to maintain the strictest confidentiality.
• Ability to work independently with minimal supervision.
• Ability to make independent decisions and recommendations which align with policies, rules, procedures, and ability to serve as a resource person.

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

• Experience using a financial information system.
• Experience using a human resources information system.
• Experience with digital information and business systems at a university or equivalent institution.
• Experience sharing best practices and coaching collaborators on using digital systems.
• Experience serving in one or more of Extension’s program areas.
• Experience working with volunteer programs.
• Experience with compliance issues including but not limited to civil rights and risk/safety.
• Experience presenting information in a public setting.
• Experience networking and building collaborative relationships with stakeholders, community leaders and organizational leaders.

Working Conditions / Work Schedule

Travel/driving will be necessary to support daily operations.

Pay Method Salary Pay Period 1st through the last day of the month Pay Date Last working day of the month Recommended Full-Time Salary Range $63,800-$70,400 Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/117041

Posting Number P09098UF Number of Vacancies 1 Anticipated Appointment Begin Date 07/01/2025 Anticipated Appointment End Date Posting Date 05/13/2025 Full Consideration Date Closing Date 05/20/2025 Indicate how you intend to recruit for this search Competitive / Internal Special Instructions to Applicants

This is an Internal Employment Opportunity.

When applying you will be required to attach the following digital documents:

1. Resume: Finalists will participate in an office meet and greet as part of the interview process which may include the distribution of their redacted resume

2. Cover letter that addresses each required qualification

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

For additional information please contact:

Jennifer Melo

[email protected]

If applicable, include a mailing address if transcripts, student evaluations, licenses, and or certifications must be submitted.

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

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 [email protected].

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