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Offer: Administrative Program Specialist:Oregon State UniversityJob description:Administrative Program SpecialistBookmark 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.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: Henry Yu at E-Mail: Henry.yu@oregonstate.edu or 541-737-7503. 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 Univ Housing and Dining (MHD) Classification Title Administrative Program Spec Job Title Administrative Program Specialist 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 Administrative Program Specialist position for the University Housing and Dining Services at Oregon State University (OSU). UHDS' vision is to engage our students, enrich their lives, and help them thrive. UHDS strives to provide students, faculty, staff, and guests with safe, economical, convenient, and comfortable living and dining options, and the department works to maintain the highest educational and service standards. On the Corvallis Campus, UHDS houses 5,000 students and offers a variety of living and dining options in 16 residence halls, three dining centers, three satellite locations, catering, and three apartment complexes. UHDS is an auxiliary enterprise and is funded solely by customers who use our services - we receive no State or General Fund allocation. UHDS is committed to an appreciation for diversity and fosters an open, respectful, and enjoyable living, learning, and working environment. UHDS staff members are expected to demonstrate a personal and professional commitment to providing excellent customer service. Creating inclusive, welcoming, and safe environments are core values of University Housing & Dining Services. This position will adhere to all OSU and UHDS policies and procedures. This position will have access to detailed personally identifiable information about students, faculty, staff, or alumni which might enable identity theft and is required to work in and have access to student rooms and community areas of student residences while occupied by students, therefore this position requires a background check. The Administrative Program Specialist (APS) position assists the Operations Manager for Resident Services with the continuing direction and the day-to-day operation of the UHDS Apartment Service Centers. This position provides customer service functions for students living on campus, handling mail, packages, and keys for 600+ student residents. In addition, this position may provide administrative, logistical, and project work support for other members of the UHDS Operations Team. Performs a variety of administrative tasks for the Operations Manager for Resident Services including assisting with administrative and records management of UHDS resident room key and electronic access systems and the mail/package tracking systems for on-campus apartment residents. This position provides customer service functions by answering the main office phones, receiving and distributing emails from the general inbox, and interacting in-person with vendors, campus partners, UHDS staff members, and residents. This position will assist the Operations Manager for Resident Services with apartment assignments, the apartments waitlist coordination, collaboration with the Apartment Manager and Community adjuncts, lead work tasks for student staff, and schedule student staff for all 3 Apartment Service Centers. 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 35% SERVICE CENTERS LOGISTICS & COORDINATION » Responsible for the day-to-day operations of the Apartments Service Center program » Develop long and short-term goals for the apartment program and contribute to the residential services long and short-term goals for the entire program. » Develops and implements procedures and materials needed for carrying out operation of the Apartments Service Center program. » Responsible for interpreting applicable policies, rules, regulations, and their impact on any program changes to ensure compliance. » Works to resolve unique concerns with housing issues raised by students, parents, or faculty & staff while pursuing consistent, open dialogue with all students, staff, and partners to ensure a high level of satisfaction and consistency. » Responds to inquiries and grievances, particularly those of a non-routine nature requiring broad expertise of departmental structures, policies, and procedures, and/or involving requests for exceptions to policies. Negotiate with involved parties to resolve problems and gain compliance. » Provides excellent customer service to internal and external customers. » Acts as a resource and referral agent for campus services and programs. » Answers phone calls and e-mails. » Coordinates with custodial services, facilities, and other UHDS partners to ensure department objectives are being met. The Service Centers frequently field inquiries not directly related to the day-to-day operation of the Service Centers themselves, but as a leader in our front-line customer service operation, the incumbent must be able to research and interpret information and utilize working relationships with staff across the department to respond appropriately, providing advice and direction to customers and other UHDS staff. » Coordinate mail and package processes for on-campus residents. Sorts/distributes/forwards mail and packages and acts as a communications liaison between the United States Postal Service and private mail carriers while making independent decisions about mail handling located on related federal laws and policies. » Coordinates the resident check-in/check-out process. Coordinates distribution of regular keys, temporary keys, and electronic access devices from the Service Centers. Approve temporary key distribution. Approve rekeys as needed located on lost key information. » Assess and approve charges related to keys, access devices, improper checkout, cancellation notice, and other applicable charges per the UHDS Common Charges schedule. » This position requires a strong operational expertise of the policies and procedures for the Service Center program, and UHDS writ large, in order to allow the incumbent to effectively support the program and department when required by work demands and make effective operational decisions in the absence of immediate guidance from the Service Center & Apartment Assignments Coordinator or adjunct Director of Operations. Requirements include expertise of procedures for approvals, procurement, package handling, security and access, UHDS policy guide, UHDS housing contract, data entry, and routine operational functions for the Service Center program. » Maintain inventory of Service Center equipment and supplies, including order placement to fulfill needs for supplies and equipment. Makes recommendations to Operations Manager for Resident Services to prepare Informal Procurement or Request for Proposal documentation for major program purchases. » Coordinates projects related to Security & Access, Mail Handling, and Apartment move in and move out to accomplish Service Center program goals and objectives. Projects may involve major or minor software and equipment implementation, procedural and/or staffing analysis and overhaul, and/or space use planning and implementation. 25% LEAD WORK tasks » Train student employees, utilizing guidelines and standards. Assess training needs and recommend and/or conduct training, formal presentations, and workshops. » Build and coordinate the Service Center coverage schedule and make changes as necessary. » Recommend staffing needs and changes to manager. » Plan work, assign work, supervise and schedule breaks, and provide appropriate coverage during the shift. » Makes recommendations for student hires and discipline to manager. » Ensure dress code standards are followed. » Ensure that opening and closing procedures are followed. » Monitor Service Center activities for compliance with all laws, rules, and policies governing mail/package handling and UHDS security and access policies. Ensure all staff fully comply with FERPA and other OSU regulations governing confidential student information. » Approve appropriate exceptions to Service Center policies in consultation with manager (scheduling, training, mail/package handling, etc.). » Prepares performance reviews for student staff. 25% OPERATIONS & FACILITIES ADMINISTRATIVE tasks » Manage apartment contract cancellation and end of contract process, including 30 day intent to vacate tracking and billing adjustments. Monitor and audit non-routine apartment check outs, and coordinate follow-up CSR. Has authority to apply or reverse charges and make exceptions » Outreach to students at key points of the year regarding assignments and waitlist processes, room change requests, student registration status, and move-in/out. » Serves as secondary staff member for apartment assignment offers and waitlist administration. Respond to apartment offers and waitlist inquiries via phone calls and e-mails. The incumbent will have authority to negotiate contract dates with candidates and make initial offers. » Provides administrative support within the Operations Unit, serving all levels of positions at various need points all over the year. This may include calendar management, meeting creation and setup, and e-mail support. This may also include work on special projects as assigned by the Director of Operations or adjunct Director(s) of Operations that work with other Operations functions, such as Residential Conferences, Scholar Housing, Apartment Housing, and Custodial. » Meeting with students to apply interpretation of the UHDS contract located on individual circumstances. This will require familiarity with the UHDS housing contract and contracting process, OSU first-year live-on policies, OSU affiliated housing program policies, and UHDS billing policies & procedures. 15% REPORTING & AUDITING » Perform regular room key and electronic access audits. Schedule student staff to complete audits on weekends. Regularly evaluate audit data for irregularities and resolve issues. » Assists with quarterly occupancy verification processes. » Perform regular audits of mail and packages. Analyze usage statistics and make recommendations for efficient allocation of resources related to mailing. Implement recommended changes with manager's approval. » Evaluate information from the key management system, package management system, and housing management system. Identify and project trends. Analyze and evaluate statistical data, prepare reports, and make recommendations to manager. On a regular basis, review and evaluate any irregularities in key, package, and/or housing data. Implement recommendations with manager's approval. » Makes recommendations to manager regarding new projects and changes to the Service Center program located on analysis of audit, assessment, and other data from internal key, package and other tracking systems, staff feedback, departmental resident satisfaction assessments, formal and informal customer feedback, and reports from the housing management system. Implement recommended changes and new projects with manager's approval. What We Require Two years of practice as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those tasks beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR an equivalent combination of training and practice. One year of postsecondary education may be substituted for up to one year of the practice. What You Will Need 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 » A demonstrable commitment to promoting and enhancing diversity. » practice with information management systems, report generation and information auditing, maintaining databases, producing memos and correspondences. » Excellent written and oral communication expertise. capability to communicate concepts, policies, and procedures clearly and effectively. » capability to manage multiple priorities within an environment of frequent interruptions. » practice with key management systems. » practice with mail and package handling. » Professional work practice in a university housing operation. Working Conditions / Work Schedule This position works in a customer-facing office environment within the three UHDS Apartment Service Centers. Work location may vary depending on staffing needs. Typical schedule is M-F 8am - 5pm, however alternative working days/hours may be approved depending on departmental needs. Work is performed on-site. This position may be required to work evenings and/or weekends during critical times of the year, such as Fall move-in, Spring move-out, and term-to-term transitions. This position will require the capability to lift and stack packages in the course of everyday tasks, and the capability to move from one work-site to another in different areas of campus as needed. Must be able to lift items weighing up to 30 pounds and roll carts containing items up to 50 pounds. Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min income $20.15 Max income $30.45 Link to Position Description https://jobs.oregonstate.edu/position_descriptions/156005 Posting Detail Information Posting Number P04873CT Number of Vacancies 1 Anticipated Appointment Begin Date 07/18/2024 Anticipated Appointment End Date Posting Date 06/24/2024 Full Consideration Date Closing Date 07/03/2024 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. 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: Henry Yu at E-Mail: Henry.yu@oregonstate.edu or 541-737-7503. 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» 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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