Administrative Assistant

Position Details

Position Information

Department Klamath Basin Res&ExtCtr (AKL)

Position Title Administrative Assistant To

Job Title Administrative Assistant

Appointment Type Professional Faculty

Job Location Klamath Falls

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option?

Job Summary

The Klamath Basin Research and Extension Center is seeking an Administrative Assistant. This is a full-time (1.00 FTE ), 12-month, professional faculty position.

The Klamath Basin Research and Extension Center ( KBREC ) is an 85-acre branch experiment station that is a part of Oregon State University's Agricultural Experiment Station ( AES ) network. KBREC serves various agricultural industries in the Klamath Basin, with particular focus on small grains, row crops, alternative crops, and forages. KBREC AES faculty and staff conduct research in the fields of agronomy, plant pathology, nematology, entomology, and irrigation. There is extensive collaboration among other OSU CAS faculty at various branch experiment stations and campus-based departments, neighboring land-grant institutions (UC Davis, Washington State Univ, Univ of Idaho, etc), federal Agricultural Research Service faculty, state and regional commodity commissions, private industry and local and regional producers.

The purpose of this position is to provide administrative and program support for the AES portion of KBREC . This position primarily consists of unit-level fiscal and grant management, general office administration and research operations support, development and outreach, and some human resources functions. The incumbent will report to the KBREC Director who has overall leadership, signature authority, and strategic responsibilities for KBREC . The incumbent will manage KBREC AES business by independently deciding on appropriate actions and then reporting decisions and results to the KBREC Director. Incumbent will collaborate with personnel at all levels within OSU to determine policies and procedures for administrative and fiscal affairs, and then consistently and efficiently execute them. In this realm, the incumbent will work closely with the OSU Office of Sponsored Programs and the Agricultural Research Foundation. The position will provide inclusive and collaborative customer service to a diverse population of faculty, staff, students, and community members in the performance of their duties.

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

-7cultural 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 acomprehensive 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 theBenefits Calculator (~~~) to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

50% Fiscal and Grant Support

• Works with KBREC Director to create and track annual unit budgets.

• Manages funds allocated to KBREC AES functions from diverse sources (e.g., county, state, federal, grants and contracts, foundations).

• Runs appropriate fiscal reports for faculty and KBREC Director.

• Manages all accounts payable, accounts receivable, and other budget transactions through OSU systems.

• Supports research faculty in budget management and tracking.

• Oversees the use of OSU travel & expense cards.

25% Office Administration and Operations

• Orders materials, supplies, publications, computers, etc. as needed for KBREC program operations, the KBREC Director, and faculty/staff when requested. This includes shopping for and picking up materials and running errands locally at times.

• Coordinates all property and building maintenance projects with appropriate offices at OSU and Klamath County Facility Maintenance.

• Coordinates meetings, events, and conferences to include scheduling facilities, and attend to take minutes as needed.

• Maintains required federal and state inventories of all equipment including buildings, vehicles, and computers.

• Communicates directives and information from the KBREC Director to others in the organization.

• Maintains a welcoming and organized office/reception area for visitors and staff.

• Operates as liaison between Express Employment office staff and temporary employees. This includes coordinating for multiple temps across multiple programs, checking the employees in/out for work and correctly allocating time worked to the correct program

• Provides IT support for office operations.

• Maintains confidential files and records on behalf of the KBREC Director.

• Serves as the Station Safety Officer. Inventories and maintains a fully stocked safety equipment supply as well as program/office supplies.

• Works cooperatively with KBREC Extension Office administration and operations with regard to Service District Budget and cross programming when appropriate.

• Provides inclusive and collaborative customer service for diverse population of faculty, staff, students, and the public.

15% Development and Outreach

• Manages AES outreach and engagement efforts across social and digital media.

• Assists programs/staff with organizing, planning and carrying out in-person events at KBREC , off-site operating locations and within the community.

• Serves as the liaison for the KBREC Director with internal and external constituents and stakeholders.

• Collaborates with CAS Marketing to integrate CAS and OSU branding into KBREC collateral.

• Conducts event planning, including providing food and/or beverage service, handling conference registration and fees, and preparing necessary decorations, publications and materials.

5% Human Resources

• Works with Office of University Human Resources to initiate position descriptions and the posting of vacant positions.

• Works with faculty to write position descriptions, assist Director and faculty in search process, maintain screening files and coordinate interviews. Follow all appropriate steps in the hiring process.

• Coordinates with appropriate OSU Business Centers and the Human Resources Service Centers for all payroll and human resources transactions for the unit.

5% Service

• Participates in station tours with faculty and staff and answers questions for the public about KBREC .

• Serves on KBREC search committees.

What You Will Need

Bachelor's degree in business, communications or a related field

Two years' experience providing administrative support to an administrator, leader, unit or business in a complex office environment.

Demonstrated proficiency with Microsoft Office suite, databases, computerized accounting systems.

Demonstrated multi-tasking abilities showing skill at prioritizing work with the capability of paying close attention to detail.

Ability to work independently, under pressure of deadlines, with frequent interruptions.

Ability to adapt to changing technology.

Demonstrated experience with budgeting, purchasing, accounts payable and receivable, and travel coordination.

Strong written and verbal communication skills.

Demonstrated capability to work in a public contact position and to work cooperatively with a diverse population.

Ability to protect sensitive and confidential information.

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

Demonstrated understanding of information technology such as computer hardware, software, peripherals, IT devices, and software installations/ upgrades to complete and/or coordinate those tasks with OSU Information Technology for off campus location.

Prior experience working within a state agency or higher education.

Experience creating/designing/maintaining electronic web pages and social media.

Working Conditions / Work Schedule

Incumbent will work 40 hours/week in any configuration during business hours

(Monday-Friday 8:00 am - 5:00 pm) with approval from supervisor.

On an occasional but pre-scheduled basis, will need to attend and provide support at events in the evening or on weekends.

This position spends extensive periods of time using a computer. Ability to lift, carry, push and pull items under 30 pounds.

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 $48,000-$69,000

Link to Position Description

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Posting Detail Information

Posting Number P08714UF

Number of Vacancies 1

Anticipated Appointment Begin Date 02/17/2025

Anticipated Appointment End Date

Posting Date 12/16/2024

Full Consideration Date

Closing Date 01/17/2025

Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants

When applying you will be required to attach the following electronic documents

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

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

Brian A. Charlton

~~~

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Starting salary within the salary range will be commensurate with skills, education, and experience.

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 ourBackground Checks (~~~) website including thefor 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 ~~~.

Supplemental Questions

Read More at: ~~~

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.