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Job Opportunity: Office Specialist 2:Oregon State UniversityJob description:Office Specialist 2Bookmark this Posting Print Preview | Apply for this JobPlease see Special Instructions for more details.Applications will be reviewed located 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.Cover letters are optional for this position and will not be used for evaluating your qualifications. Equivalent required practice is located on full-time equivalent (40 hours per week). PLEASE NOTE: If you have volunteer practice significant to this position, please include in the Employment History section and note length of time, average number of hours per week and major tasks. Typically, the starting income is at the lower end of the income range. For additional information Contact Us by: AJ Johnson atE-Mail: Ariel.johnson@oregonstate.edu or 541-737-2131. 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 capability 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 variety of lived practice 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, Contact Us by OSU's Employee and Labor Relations team at E-Mail: employee.relations@oregonstate.edu. Position DetailsPosition InformationDepartment Counseling Center (MSA) 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? Yes Employment Category Regular Job Summary This recruitment will be used to fill one full-time Office Specialist 2 position for Counseling and Psychological Services at Oregon State University (OSU). Counseling and Psychological Services (CAPS) provides a variety of services to help students address the challenges and difficulties they face. These services are designed to help students understand themselves better, build satisfying relationships, improve academic performance, and make healthy and satisfying career and life choices. We are dedicated to helping students by providing brief counseling services, or making referrals to health care providers in the community. The staff at CAPS are strongly committed to affirming diversity in a broad sense, to treating all with dignity and respect, and to opposing discrimination, prejudice, and oppression. This person works as part of a team to facilitate the support functions of CAPS, including reception of clients and visitors in a busy, high-paced office. Number of visitors during the academic year averages 125-150 per day, with 50-75 visitors per day during breaks and summer term. This person helps coordinate scheduling and requests for 34 clinicians, and maintains efficient office practices to support the counseling and outreach functions of the office. This position requires a high degree of quality decision making and problem solving. Typically the decisions need to be made immediately and involve the capability to broadly interpret policies and guidelines. This position decides the appropriate action to be taken in response to questions received at the front desk. This position works independently to prioritize work assignments from multiple sources and requires a high degree of quality decision making and problem solving. This position provides administrative support for the Training Director and Practicum Coordinator, meeting regularly with them to coordinate scheduling, selection, orientation and informational materials for the CAPS Training Program. 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 expertise, tools and expertise 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 compensates 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. Future and current OSU employees can use the Benefits Calculator to lgain more about the full value of the benefits provided at OSU. Key Responsibilities 40% RECEPTION/SERVICE REQUEST RESPONSE » Greet visitors and check in clients. Process required forms, including creating/combining client files, determining attendance and notifying clinician if required, sending confirmation for self-scheduled appointments, and verifying correct forms when completed. » Sending reminders, including appointments for next business day, verifying if health fee has been paid, completing annual consent and annual intake, adjusting appointment codes as needed, sending manual forms if required, and adding appropriate notes to client file. » Receive and appropriately route phone calls, using landline and Softphone, answering questions as needed. Referring emergency calls to appropriate resources. » Coordinate and schedule public meeting areas for workshops, groups and meetings. » Determine the needs in unpredictable, ambiguous situations with students; make independent decisions to help students quickly and effectively receive services, including OSU Assist, ProtoCall, Department of Public Safety, CAPS crisis on call, or other departments on campus as appropriate. » Check students, faculty, and staff into the MindSpa, troubleshooting equipment and maintaining sanitary and welcoming condition. » Show initiative in providing services and be motivated to receiving continuing training. » Read and respond to email sent to CAPS general inbox, including responding to wait list, coordinating with parents and faculty, and routing other requests as needed. » Respond to requests for assistance from staff as needed, including fax and DocuSign records requests. 35% OFFICE ADMINISTRATION tasks and WAIT LIST MANAGEMENT » Open/Close office during regular business hours. » Facilitate professional development purchases for staff as needed. » Order supplies as needed. » Serve as administrative support for search committee as needed, facilitating posting, advertising, screening rubrics, travel, interview itineraries, and aggregate data from evaluations. » Manage flow of client entry into wait list system. » Maintain connection with client post triage. » Maintain priority of most acute to least acute clients. » Evaluate client demographic requests and requirements to correctly assign to a clinician. » Communicate with clients directly to assess availcapability and schedule appointments. » Determine when to remove client from wait list. » Inform staff of everyday clinical openings. » Inform staff of wait list policy and procedures and current wait list standings. 25% ADMINISTRATIVE SUPPORT FOR TRAINING PROGRAM » Provide clerical support to the Training Director and Practicum Coordinator. Meet regularly with them for updates and requests. » Provide administrative support for intern selection and post doctoral search. Coordinate orientation for new interns and practicum students. » Attend bi-monthly Education and Training meetings and take notes. Maintain and create database, spreadsheets, and documents as needed. What We Require Two years of general clerical practice. One year of which included typing, word processing, or other practice 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 practice. College courses in Office Occupations or Office Technology will substitute for the required practice on a year-for-year basis. What You Will Need » practice in reception in a fast-paced, high traffic office. » practice in administrative support. » capability to maintain con?dentiality regarding client information and personnel information. » capability to work effectively on a team. » A demonstrable commitment to promoting and enhancing diversity. » Intermediate practice using Microsoft Word and Excel to assimilate data, create tables and graphs. Familiarity with Outlook. » capability to interpret policies and broad guidelines. » capability to multi-task in a high-paced environment. » Excellent verbal and written communication expertise, including practice providing agendas and creating detailed minutes. » High degree of attention to detail. » practice working with people who are distressed. This position is designated as a critical or security-sensitive position; therefore, the incumbent must prosperously 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. What We Would Like You to Have » practice working in a health care or other con?dential environment. » practice with computerized scheduling software or capability to quickly lgain how to use the software. » practice adding content or making revisions to a departmental website. » practice working at OSU or another university environment. Working Conditions / Work Schedule » This position is not open to current OSU students as stipulated by the International Association of Counseling Services (IACS), the accreditation association for university. » Clients typically are experiencing some emotional distress and occasionally exhibit tearfulness, sadness, anger, and frustration (though not on a regular basis). » Working at a computer terminal and for multiple staff requiring support and multiple deadlines is a regular part of this position. » Working as a team with other support personnel and CAPS staff is a regular part of this position. Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min income $17.24 Max income $25.24 Link to Position Description https://jobs.oregonstate.edu/position_descriptions/45751 Posting Detail Information Posting Number P04975CT Number of Vacancies 1 Anticipated Appointment Begin Date 11/01/2024 Anticipated Appointment End Date Posting Date 09/18/2024 Full Consideration Date Closing Date 10/08/2024 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified candidates Special Instructions to candidates Applications will be reviewed located 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. Cover letters are optional for this position and will not be used for evaluating your qualifications. Equivalent required practice is located on full-time equivalent (40 hours per week). PLEASE NOTE: If you have volunteer practice significant to this position, please include in the Employment History section and note length of time, average number of hours per week and major tasks. Typically, the starting income is at the lower end of the income range. For additional information Contact Us by: AJ Johnson atE-Mail: Ariel.johnson@oregonstate.edu or 541-737-2131. 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 capability 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 variety of lived practice 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, Contact Us by OSU's Employee and Labor Relations team at E-Mail: employee.relations@oregonstate.edu. Supplemental QuestionsRequired fields are indicated with an asterisk (*).Documents Needed to ApplyRequired DocumentsOptional Documents» Cover Letter » VETERANS ONLY: Must provide proof of Veteran Status (DO NOT upload any unrelated documentation - information uploaded to this field will be removed once reviewed) Skills:
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