Oregon State University
Office Specialist 2
Oregon State University, Corvallis, OR, United States
Position Details
Position Information
Department
Fisheries and Wildlife (AFW)
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 Department of Fisheries and Wildlife at Oregon State University (OSU).
This position will provide high-level assistance to the administrative side of the Department of Fisheries and Wildlife. Duties include main office reception, including prospective student inquiries, processing travel approvals and reimbursements, arranging for visitors and the Department Head, handling personal reimbursements, and ensuring proper use and reconciling of the Departmental procurement card. Position will also respond to inquiries and requests, explain, and clarify university purchasing/travel policies, and help to plan and execute departmental events. Position will explain administrative rules to faculty, assist with departmental safety planning and procedures, hire student hourly employees, create, and maintain departmental databases, assist with on-boarding new employees, and update forms, newsletters, policies, and procedures manuals.
The Department of Fisheries and Wildlife is an academic unit that reports to the College of Agricultural Sciences. The Department is composed of approximately 300 staff - including academic faculty, research assistants, classified staff, graduate students, and temporary staff. We are a vibrant department that promotes a supportive "family" atmosphere for all students and employees.
Approximately $8 million of externally funded research grants/contracts are received each year. Major cooperator and funding sources include most state and federal resources agencies. Much of the research is field based, requiring seasonal hires and frequent personnel updates. The mission of the Department is to discover, integrate and disseminate knowledge about wildlife and fisheries resources, as well as ecosystems and human communities with which they interrelate. It accomplishes this through an interconnected program of 1) undergraduate and graduate education; 2) scholarly research; and 3) extended education.
College of Agricultural Sciences faculty are committed to enhancing student success by engaging students in quality academic, research, internships, global studies, and other experiential learning opportunities. Positions with primary responsibility for Extension and outreach are likewise committed to learner success through programming appropriate for diverse audience. There is an expectation that, as part of your role in the college, you embody and advance the principles and practices conveyed in the CAS CARE Commitment document.
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
50% Purchasing and Travel Support
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
What We Would Like You to Have
Working Conditions / Work Schedule
Active office environment with frequent interruptions.
Schedule is typically Monday through Friday 8-5; Overtime may be occasionally required
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/postings/161948
Posting Detail Information
Posting Number
P05049CT
Number of Vacancies
1
Anticipated Appointment Begin Date
01/06/2025
Anticipated Appointment End Date
Posting Date
11/14/2024
Full Consideration Date
Closing Date
12/06/2024
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 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:
Amanda Cooper
Amanda.cooper@oregonstate.edu
541-737-1936
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.
Cover letters are optional for this position and will not be used for evaluating your qualifications.
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 Information
Department
Fisheries and Wildlife (AFW)
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 Department of Fisheries and Wildlife at Oregon State University (OSU).
This position will provide high-level assistance to the administrative side of the Department of Fisheries and Wildlife. Duties include main office reception, including prospective student inquiries, processing travel approvals and reimbursements, arranging for visitors and the Department Head, handling personal reimbursements, and ensuring proper use and reconciling of the Departmental procurement card. Position will also respond to inquiries and requests, explain, and clarify university purchasing/travel policies, and help to plan and execute departmental events. Position will explain administrative rules to faculty, assist with departmental safety planning and procedures, hire student hourly employees, create, and maintain departmental databases, assist with on-boarding new employees, and update forms, newsletters, policies, and procedures manuals.
The Department of Fisheries and Wildlife is an academic unit that reports to the College of Agricultural Sciences. The Department is composed of approximately 300 staff - including academic faculty, research assistants, classified staff, graduate students, and temporary staff. We are a vibrant department that promotes a supportive "family" atmosphere for all students and employees.
Approximately $8 million of externally funded research grants/contracts are received each year. Major cooperator and funding sources include most state and federal resources agencies. Much of the research is field based, requiring seasonal hires and frequent personnel updates. The mission of the Department is to discover, integrate and disseminate knowledge about wildlife and fisheries resources, as well as ecosystems and human communities with which they interrelate. It accomplishes this through an interconnected program of 1) undergraduate and graduate education; 2) scholarly research; and 3) extended education.
College of Agricultural Sciences faculty are committed to enhancing student success by engaging students in quality academic, research, internships, global studies, and other experiential learning opportunities. Positions with primary responsibility for Extension and outreach are likewise committed to learner success through programming appropriate for diverse audience. There is an expectation that, as part of your role in the college, you embody and advance the principles and practices conveyed in the CAS CARE Commitment document.
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
50% Purchasing and Travel Support
- Serve as primary point person for FWCS travel and purchasing needs. Stay informed of any policy and/or procedure updates, as it relates to purchasing and travel at OSU, and relay relevant information. Work with website coordinator to ensure FWCS travel and purchasing information is accurate and up-to-date.
- Serve as Departmental credit card custodian. This includes preparing monthly VISA reconciliations (within 2 weeks from statement closing), as well as reconstructing account transactions, maintaining tracking log, assembling needed backup documents, and investigating account oddities.
- Liaison with the FWCS accounting team, Central Accounts Payable, Procurement, Contracts, and Materials Management (PCMM), and the Travel and Expense office to ensure timely processing of FWCS purchases (including purchase orders and invoice payments), travel expenditures, and reimbursements.
- Utilize the BennyBuy platform for departmental purchasing and new vendor creation. Assist faculty who require contract execution for their purchasing needs.
- Provide real-time assistance, via regular Zoom office hours, to aid faculty, staff, students and invited guests with their purchasing and travel needs. Topics may include how to reconcile Travel and Expense cards, process travel and/or personal reimbursements in Concur, and general questions about departmental travel and purchasing policies and procedures.
- Process personal reimbursements and direct pay requests in a timely manner for non-FWCS volunteers and guests.
- Assist with travel arrangements for invited FWCS guests.
- Respond to requests for information on the phone, in person, and via email from students, faculty, colleagues, and the general public. Direct inquiries to the appropriate program representatives such as the advising team, extension faculty, ODFW, the registrar, or the graduate program coordinator, as applicable.
- Assist with departmental telecommunications and regularly review monthly statement for any oddities. Follow up as needed to reconcile.
- May provide leadwork for 1-2 undergrad student employees.
- Serve as primary back up for main reception OS1 position. Duties may include processing mail, answering main office phone line, issuing keys, and assisting walk-in visitors.
- Research and order office supplies and equipment, and telephone equipment; maintain inventory and service agreement records; work with safety and facilities manager and arrange for office building and equipment repairs or services, as needed.
- Provide administrative support to the Department Head and Administrative Manager, as needed.
- Provide back up support for scheduling meetings as needed.
- Work closely with the Administrative Manager and faculty to create new hourly student workers.
- Assist the Administrative Manager with entering graduate student contracts into the BennyHire system
- Provide HR support and backup including, but not limited to, student hiring, courtesy faculty requests, post-docs, FRA's, and other duties as needed
- Run CORE and BANNER queries as needed.
- Serve and actively participate on departmental committees. Assist with departmental social and outreach activities, as applicable.
- Support the department, college, and university goals for enhancing community and diversity.
- Other duties as assigned.
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
- College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
- Additional Minimum Qualifications:
- Demonstrable ability to work and focus in a fast-paced environment with constant interruptions.
- Experience with records management and customer service.
- Effective organizational and time management skills.
- Experience working with diverse groups of people.
- Experience with MS Suite, including Outlook, Excel, Word and PowerPoint.
What We Would Like You to Have
- Experience with Ellucian Banner, Data Warehouse/CORE, FIS, HRIS and Concur programs.
- Experience with BennyBuy: purchasing, creating new vendors, creating PO's, etc.
- Demonstrable ability to deal with public and colleagues using care, compassion and understanding.
- Experience coordinating travel and using Concur.
- Self-motivated with ability to be resourceful and keep searching for correct answers.
Working Conditions / Work Schedule
Active office environment with frequent interruptions.
Schedule is typically Monday through Friday 8-5; Overtime may be occasionally required
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/postings/161948
Posting Detail Information
Posting Number
P05049CT
Number of Vacancies
1
Anticipated Appointment Begin Date
01/06/2025
Anticipated Appointment End Date
Posting Date
11/14/2024
Full Consideration Date
Closing Date
12/06/2024
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 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:
Amanda Cooper
Amanda.cooper@oregonstate.edu
541-737-1936
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.
Cover letters are optional for this position and will not be used for evaluating your qualifications.
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.