Administrative Asstistant to School Head
Full Time
Corvallis, OR 97331
Posted
Job description
The School of Social and Behavioral Health Sciences is seeking an Administrative Assistant to the School Head. This is a full-time 1.00
FTE
, 12-month, professional faculty position.
The School of Social and Behavioral Health Sciences (SOBE) is one of two Schools in the College of Public Health and Human Sciences (CPHHS).
The School of Social and Behavioral Health Sciences (SOBE) is one of two Schools in the College of Public Health and Human Sciences (CPHHS).
SOBE includes academic programs in Health Management & Policy (HMP), Health Promotion & Health Behavior (HPHB), and Human Development & Family Sciences (HDFS). The School has large and very successful undergraduate programs, as well as masters and doctoral programs.
It also houses tenure-lines for faculty in HDFS at the OSU – Cascades Campus in Bend, and in Extension Family and Community Health and Extension 4-H Youth Development. In addition, the School includes the Child Development Center, which offers an accredited early education program funded partially through external funds. It also offers the University-wide Certificate in Gerontology to undergraduate students from throughout OSU. The School also has very active and externally funded research programs.
The School has nearly 1,000 undergraduate majors, 56 PhD students, 37 MPH students, 2 MS students, 20 tenured/tenure-track faculty, 19 fixed-term faculty, and 1 administrative support staff on the Corvallis Campus.
This position is a part of the management team that provides primary program and project support to the SOBE School Head and Associate Director of Academic Programs. The position reports directly to the School Head and is the primary support to assist the School Head and Associate Director of Academic Programs in the management of day-to-day operations in the diverse and complex programs and activities of the School. This position supervises/manages the administrative support staff and work study students in the School. The position handles confidential administrative aspects of faculty and staff hiring, promotion & tenure, and other executive actions by the School Head.
Summary of Benefits:
https://hr.oregonstate.edu/benefits/prospective-employee
Summary of Benefits:
https://hr.oregonstate.edu/benefits/prospective-employee
To calculate our
Total Rewards Package use this link:
https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator
Position Duties
https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator
70% Confidential Administrative Support:
Confidential executive support for the School Head, including confidential operation and general administrative support to the faculty and staff of the School. Confidential executive support duties include but are not limited to:
Confidential executive support for the School Head, including confidential operation and general administrative support to the faculty and staff of the School. Confidential executive support duties include but are not limited to:
- Managing calendars
- Prioritizing meeting requests
- Preparing and staffing meetings, including circulating agendas
- Scheduling meetings and securing related space and technology requirements
- Coordinating School Head’s travel
- Preparing materials in anticipation of School Head’s needs Recognizing and understanding the School Head’s role at OSU and organizational priorities.
Oversees and manages the confidential personnel matters in the School:
- Assists with the Promotion and Tenure process by maintaining the School review schedule, assisting in requesting letters of recommendation and supporting faculty through the process of dossier preparation and upload. Maintains records of all material.
- Schedules period review and post-tenure review of faculty by School Head according to OSU requirements. Maintains records of signed copies.
- Assists in generating and finalizing all faculty members’ annual Plans of Work. Maintains records of signed copies.
- Assists with collecting peer teaching evaluations of faculty, by the faculty. Maintains records of signed copies.
- Initiates nomination and review of graduate faculty per OSU Graduate School guidelines.
- Maintains or oversees maintenance of personnel files for faculty and staff at the School level.
- Generates forms for Courtesy/Affiliate Faculty nominations. Prepares draft of justification letters and letters of offer. Serves as point of contact to assist appointees with forms they need to complete.
Serves as contact/liaison for recruitment tasks, including:
- Advises faculty on matters concerning recruitment and hiring of faculty and staff. As needed, connects faculty to, or serves as liaison with, Health Sciences Human Resources.
- Utilizes the university’s online recruitment system to input and track recruitment data.
- Assists with the writing of advertising copy and contacting outlets for deadlines and cost estimates or billings.
- Sends final copies of advertisement to appropriate agencies including use of and submission of advertisement to OSU’s Recruitment Resource.
- Compiles application packets for review by search committee. Contacts applicants to provide initial communication contact and acknowledgement of application receipt.
- Arranges finalists’ interviews by scheduling meetings for administrators. Assists with scheduling meetings with faculty, staff, and students. Arranges hotel accommodations and shuttle transportation.
- Assists in preparing written itinerary, including reservation of facilities for recruitment meetings and activities.
- Facilitates reimbursements for applicants, as needed.
- Assists in preparation of final disposition of applicants and paperwork affiliated with hiring of final candidate.
Because the Associate Director of Academic Programs oversees, on behalf of the Head, matters related to the curriculum, support the Associate Director of Academic Programs in tasks such as, but not limited to:
- Managing GTA assignments.
- Providing documentation for curriculum proposals.
- Tracking peer reviews of teaching.
- Generating reports on teaching evaluation (SET) scores.
- Assisting in the coordination of information from the graduate and undergraduate Program Directors.
- Assisting in the process of generating contracts to hire instructors to meet curriculum needs.
Additional responsibilities include:
- Assists with or works independently on assigned special projects. Manages short-to long-term special projects as requested by the School Head, including researching, and understanding topics, gathering and synthesizing information, working with various School, College, University, and greater community constituents as necessary and negotiating arrangements and outcomes.
- Assists with student petitions, handles phone and email inquiries, and maintains student evaluation data of faculty and GTAs.
- Trains School Head.
15% School Operations:
- Assists the School Head in the management of the day-to-day operations of the School.
- Serves as liaison for the School Head with university administration, faculty, classified employees, students, and personnel from other universities, making decisions on routine matters in compliance with School and university policies and procedures.
- Acts as School operations officer in the execution of daily decisions involving use of staff time and general compliance with School policies and procedures.
- Represents the School Head in communications with constituents and directs individuals to appropriate resources. Reviews communications for consistency/accuracy.
- Makes editorial changes and/or recommendations for clarity of communications.
- Manages interactions for the School involving campus offices and departments, federal and state offices and agencies, and other businesses.
- Coordinates and manages contracts or Memos of Understanding with internal and external partners.
- Advises faculty, staff, and students on university, college, and School policies/procedures.
- Prepares thank-you letters for donations.
- Monitors the School’s financial affairs. Reviews and approves School expenses. Procurement card custodian for the School, making appropriate purchases, logging, and reconciling.
- Monitors and maintains office supplies for the School. Reviews and approves purchases. Tracks expenses, determines the source of discrepancies.
10% Supervision:
- Keeps office running smoothly as possible and maintains office morale. Mediates office conflicts.
- Hires (or effectively recommends) and trains new employees. Plans, assigns, and reviews work. Establishes goals for each position and assesses performance through completion of written evaluations according to established evaluation schedule/guidelines. Disciplines or effectively recommends discipline, up to and including dismissal.
- Facilitates and integrates staff training programs.
- Hires, trains, and supervises student employees.
- Reviews staff and student employee’s timesheets and leave requests, approve/disapprove/modify as needed in consultation with employee.
Oregon State University and the College of Public Health and Human Sciences are committed to maintaining and enhancing a collaborative and inclusive community that strives for equity and equal opportunity. All employees of the College are responsible for helping to ensure that these goals are achieved.
5% Other Duties
- Attends trainings and seeks professional development.
- Carries out other duties as assigned by the School Head.
- Bachelor’s degree and 3 years of experience providing progressively responsible administrative support to an administrator; or an equivalent combination of education and experience relevant to the position.
- One year of supervisory or equivalent experience.
- Experience managing a complex office including providing administrative support and program coordination.
- Ability to communicate effectively and professionally with a wide variety of audiences.
- Ability to work effectively with a diverse group of individuals. Ability to maintain confidentiality regarding sensitive information.
- Demonstrated ability to plan, implement, evaluate, and make critical judgments.
- Ability to make thoughtful, independent decisions and take appropriate action.
- Demonstrated ability to work effectively in a fast-paced environment, with multiple tasks, shifting priorities, and frequent interruptions.
- Training and/or experience in operations of computer and software applications (e.g., MS Word, Excel, Access, Internet, etc.).
- Experience working with databases (e.g., Banner and Data Warehouse or similar).
- A demonstrable commitment to promoting and enhancing diversity.
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
Preferred (Special) Qualifications
- 5 years of experience providing administrative support to an administrator or executive.
- Experience working in higher education, for a state agency, or similar institution.
- Experience working with Banner SIS, FIS, and/or HRIS.
- Experience supporting or managing recruitments.
Incumbent is subject to frequent interruptions.
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No
Posting Detail Information
Posting Number
P06512UF
Number of Vacancies
1
Anticipated Appointment Begin Date
03/30/2023
Anticipated Appointment End Date
Posting Date
02/21/2023
Full Consideration Date
03/13/2023
Closing Date
03/21/2023
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
To ensure full consideration, applications must be received by March 13, 2023. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.
When applying you will be required to attach the following electronic documents:
1) A resume; 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: Peggy Dolcini or Michelle Mahana at peggy.dolcini@oregonstate.edu or michelle.mahana@oregonstate.edu or 541-737-3829.
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
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.
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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
When applying you will be required to attach the following electronic documents:
1) A resume; 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: Peggy Dolcini or Michelle Mahana at peggy.dolcini@oregonstate.edu or michelle.mahana@oregonstate.edu or 541-737-3829.
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
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.
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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
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