Southern Oregon University Hiring for Office Specialist 2 Job at Ashland, OR Full Time

Position Number: C00311

Rate: $1,917.75/month @ .75FTE

Position Summary:
The Division of Science, Technology, Engineering and Mathematics (STEM) Office Specialist provides assistance to the Division Director, Division Assistant, faculty and staff in the STEM Division. This position assists with office management and reception functions, coordinates with the Division Assistant to meet the needs of the STEM Division, including provide reception for the STEM programs and Science building, maintaining the central office and any satellite locations. In addition, this individuals works closely with the chairs of Computer Science and Mathematics. This position assists in maintaining division records, answering inquiries from a variety of constituencies, addressing needs of members of the division, advertising and events management, coordinates purchasing and reimbursements and updating print and web advertising. Ability to interact successfully with a diverse population is a must.

The Office Specialist interacts with faculty, administrators, staff, students, and the general public, and is responsible for setting the tone for the office, exemplifying the supportive team environment. S/he uses interpersonal, writing, and speaking skills for face-to-face, phone, and electronic communication, providing accurate information, problem solving, and referral to appropriate resources. This position helps the Division to maintain personnel, financial and statistical records and generally supporting the optimal functioning of the STEM Division. The Office Specialist serves as the web manager for the Division and works closely with the Division Assistant and IT to implement design criteria and supports departments in upgrading and maintaining their web sites.

Minimum Qualifications:General clerical experience should demonstrate:
Word processing and typing

Multi-line phone use

Sorting and filing

Photocopying and collating

Record keeping

Appointment scheduling

Bookkeeping

Experience with/ability to interact with a diverse population. General clerical experience should demonstrate:

Word processing and typing

Multi-line phone use

Sorting and filing

Photocopying and collating

Record keeping

Appointment scheduling

Bookkeeping

Experience with/ability to interact with a diverse population. Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR

An Associates 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.

Preferred Qualification :
Additional skills and experience in one or more of the following areas:

Ability to project calm in the midst of crisis, to design and prioritize tasks to respond to needs, and distraught individuals in a busy office.

Advanced computer skills including preparing technical documents (equation editing, graphs and technical drawing). Knowledge of and experience using Banner FIS, Banner SIS, and EMS.

Experience interpreting and applying policies, including confidentiality requirements in a public institution.

Demonstrated experience in a higher education setting, particularly in a technical or academic department.

Experience with publication design and website maintenance.

Knowledge, Skills, and Abilities:
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.

Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.

Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.

Ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.

Strong analytical and research skills; ability to gather, evaluate, and to develop well-reasoned conclusions and recommendations.

Ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.

Ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Ability to exercise sound judgment and discretion, tact, and diplomacy.

Ability to work with a high level of productivity and accuracy/attention to detail.

Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.

Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.

Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.

Ability to adapt to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.

Working knowledge, or ability to quickly learn, university infrastructure, policies and procedures.

Ability to provide training and direction to student assistants.

Special Instructions to Applicants:
Each applicant is required to provide ( as attachments to the online application) the following supplemental documents: (1) cover letter providing some detail of the applicants qualifications and interest in the position; (2) current resume/CV and (3) the names, addresses, and telephone numbers of at least three professional references. If you are unable to attach the supplemental materials to the online application please contact Human Resources for assistance.

For inquiries and additional information, please contact: Human Resource Services via email at [email protected] or by phone at (541)552-8553.

To view SOUs offers very generous benefits and pension programs available to eligible positions, please visit: https://inside.sou.edu/assets/hrs/Benefits/2021_Employee_Benefits_Overview.pdf

Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https://inside.sou.edu/hrs/comp-calc.html , demonstrates our value and commitment to our employee.

Special Conditions

Must be willing to travel and attend training programs off-site for

occasional professional development.

Must be able to work additional hours and adjust working hours to meet

special jobs. May be called back periodically to perform work as needed on

an emergency basis.

Must be able to successfully pass a pre-employment background check.

Under the provisions of the Fair Labor Standards Act (FLSA):

• Position classifications defined as “non exempt” are subject to overtime

The person holding this position is considered a “mandated reporter” under

the Oregon Revised Statues and is required to comply with the requirements

set forth by the Oregon department of Human Services.

Notice to Prospective Employees

Section 485 of the Higher Education Act, and The Federal Crime Awareness

and Campus Security Act of 1990 (now referred to as the “Clery Act”),

requires that prospective employees be notified of the availability of

SOUs Annual Security and Fire Safety Report. The report provides the

annual statistics and campus policies for the reporting of and responding

to campus crimes and fires; access to campus facilities; conduct code and

campus policies on use, possession and sale of drugs/alcohol; and

educational/information programs to inform the campus community about

campus security procedures and crime prevention.

An electronic copy of the Annual Security Report (ASR)can be accessed at

the following link:
https://inside.sou.edu/assets/security/AnnualCrimeReportFinal.pdf. A

physical copy of the ASR is available at no charge upon request. To request

a copy please visit the Campus Public Safety Office at 382 Wightman Street,

Ashland OR 97520. For more information call 541-552-6258, or email

[email protected].

All applicants must apply online at https://jobs.sou.edu/postings/9484 .

Diversity Statement

Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.

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