**Please see Special Instructions for more details.**
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 classified staff positions.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Chad Kuwana at Chad.Kuwana@oregonstate.edu
OSU is committed to the health of our local and global community. All employees and students are required to comply with the universitys COVID-19 Vaccination Program. Please visit for additional information about OSUs 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.
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 OSU Standard 576-055-0000 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. Classification Title Executive Support Specialist 1 Job Title Executive Support Specialist 1 Job Location Corvallis **This recruitment will be used to fill one part-time (approximately 20 hours per week) Executive Support Specialist 1 position for the College of Public Health and Human Sciences at Oregon State University (OSU ).**
The College of Public Health and Human Sciences is one of 11 academic colleges at Oregon State University. The College includes undergraduate majors in Public Health, Kinesiology, Nutrition, and Human Development & Family Sciences. Graduate degrees and certificates are also available.
The Office of Student Success (OSS ) houses several key functional areas including: academic advising, study abroad, career development, and student engagement. The office primarily serves about 2,100 undergraduate and post-bacc students.
This position is key in coordination of essential elements that ensure successful completion of the CPHHS OSS mission to partner with students in a collaborative process promoting and supporting the exploration, development, and achievement of their unique academic and professional goals.
This position coordinates and supports aspects of the OSS primarily by providing office assistance to the academic advisors, and the rest of the OSS team. Having knowledge of the Universitys rules, policies, and regulations and the ability to assist students in their understanding of them is critical in this position. Position Duties **20% Student Services Program:**
Plan and provide support for on- and off-site recruitment and orientation of students by scheduling rooms/facilities and equipment for events, maintaining attendee lists, preparing appropriate paperwork, and contacting students when necessary.
Prepare mailings/emails, process forms, maintain student listservs, and provide student referrals as appropriate (advisor, head advisor, registrar, etc.).
Use tools such as Web for Advisors, CORE , OnBase, and Qualtrics.
**50% Operational Support:**
Provide reception and customer service support by answering the telephone, responding to email messages, answering questions and providing information to students, faculty and members of the public. Cover front desk duties when needed.
Provide general office support: order supplies and services; assist in making arrangements for conferences, travel and office events; handle incoming/outgoing mail; schedule rooms; take meeting minutes; create and maintain lists and spreadsheets and prepare reports; coordinate printing and copying projects.
Provide administrative support for the recruitment and hiring processes of personnel and student employees in the OSS , including interview scheduling, travel and lodging arrangements, catering arrangements, and other requests.
Create and maintain budget lists and spreadsheets and prepare reports associated with spending in the OSS .
Assist with data entry and data management in various software applications.
Coordinate telephone, CN, Media Services, copier services and other building equipment for OSS .
Coordinate with the CPHHS operations team on small repair/maintenance projects as they emerge.
Serve as main logistics person for all employees in the OSS .
Use Concur, Box and DocuSign, and possess a substantial knowledge of Microsoft software in order to provide support, respond to requests, and maintain student records while ensuring confidentiality of student data. **20% Assistant to the Associate Dean for Student Success:**
Observe confidentiality in handling sensitive situations and information. Manage the scheduling for the Associate Deans calendar. Organize and manage the flow of correspondence and meetings. Manage travel arrangements for the Associate Dean. Coordinate and inquire about financial and human resources data/information for performance reviews, searches, budget reviews, etc. Administer student surveys, select respondents, compile and analyze collected data, as well as report results including managing response rate. Apprise the Associate Dean on the status of projects through completion. May assist in proposal development and submission, including assembling supporting documents as well as assisting in reporting needs. Carry out other projects and tasks as assigned by the Associate Dean.
**10% Other Duties as Assigned:** Carry out special projects as assigned by OSS staff. Minimum Qualifications Three years of clerical/secretarial experience which included: one year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures. Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience. No substitution will be made for the one year at the full performance level.
Additional Required Qualifications
* A demonstrable commitment to promoting and enhancing diversity.
* Time management skills, including the ability to manage multiple tasks and shifting priorities with frequent interruptions.
* Demonstrated strong organizational skills with the ability to take initiative, prioritize workload, and work independently or in a team to meet deadlines.
* The ability to problem solve, make critical judgments and function effectively in highly demanding situations is imperative.
* The flexibility and ability to master ongoing software and policy changes.
* Excellent written and oral communication skills.
* Ability to interpret and explain complex laws, rules, and regulations to individuals, including those who may be upset or frustrated.
* Ability to provide excellent customer service and to communicate effectively with individuals from diverse backgrounds and cultures.
* Excellent computer skills including experience working with databases.
* Proficiency with MS Office products (Word, Outlook, Excel).
* This position is designated as a critical or security-sensitive position; therefo