Jobs at Member Institutions & APLU

Oregon State University Extension Service in Multnomah County invites applications for an Administrative Manager position. This is a full-time, 12-month, professional faculty position located at the OSU Food Innovation Center in Portland, OR. The anticipated starting salary will be $59,900 – $66,100, commensurate with experience, skills, and qualifications.

The Administrative Manager (AM) position is crucial to the operations and outreach services of the OSU Extension Service in Multnomah County and its role in the University. The AM provides positive outreach services and operations support for the Extension Service team in Multnomah County and the Regional Director (RD). This includes general administration and management, fiscal activities, facilities, human resources, risk management aspects, stakeholder relations and other services integral to the Extension Service team in Multnomah County and the North Willamette Region.

The position will work collaboratively with the RD to develop strong, positive local relationships with city and county governments, elected and appointed county/state/federal officials, and local stakeholders. This person will provide supervision and direction for assigned classified staff as needed due to a faculty vacancy; collaborate with the RD to ensure support is available for educational programs and outreach services; and will assist with the Extension Civil Rights program.

The Administrative Manager must be knowledgeable about all facets of the Extension Service activities in Multnomah County and the North Willamette Region and is expected to organize and prioritize a demanding and complex workload, monitor progress, and adapt to changing needs.

About the division:

The Division of Extension and Engagement (division) is core to Oregon State University’s mission. The division helps create real solutions and positive impact across Oregon and beyond. The division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our division and its core units and initiatives, please visit our website: https://engagement.oregonstate.edu/

OSU Extension programs, partnerships and volunteer opportunities are focused on:

• Healthy communities and economies
• Resilient and productive forests and natural ecosystems
• Sustainable agriculture, food systems, and gardening
• Thriving youth, individuals and families

OSU Division of Extension and Engagement’s Diversity, Equity, and Inclusion

https://extension.oregonstate.edu/about/diversity-equity-inclusion

OSU Moving Forward Together

https://leadership.oregonstate.edu/president/moving-forward-together

Position Duties:

This Administrative Manager embeds the commitment of the university to a collaborative and inclusive community in all interactions and duties performed and practices a welcoming and respectful workplace culture. This position will work in collaboration with the Regional Director to perform assigned duties.

40% – Stakeholder Outreach and Engagement

• Develop strong, positive local relationships with city and county governments, elected and appointed county/state/federal officials, and local stakeholders; keeps state and federal legislators within the Region informed of Extension’s activities and value; implements legislative relations strategies locally, in conjunction with statewide strategies developed by the university government relations team and division leadership.
• Serves as liaison to city and county government and stakeholders.
• Helps members of the public connect to the full complement of OSU resources, including but not limited to OSU Extension programs and activities.
• Provides excellent customer service.
• Responds to requests for information or directs as appropriate.
• Communicates county and stakeholder needs to RD. Collaborates with RD on topic identification, process, and criteria development, etc.
• Creates and manages a broadly representative advisory committee/education council at the county level. Reports committee output to RD and other stakeholders as appropriate.
• Strategically deliver educational materials, program information and outreach activities to reach audiences using communication and digital engagement tools and systems, such as
• constituent relationship management, email newsletters, multimedia, social media, and
• web content management.
• Collaborates with the Extension Communications team to implement communication and marketing strategies at local level, in conjunction with statewide strategies developed by OSU and OSU Extension; develops effective relationships with local media.
• Follows and reinforces consistent use of the university’s brand standards and the university’s sub-branding for OSU Extension Service, online content publishing standards and contact management data integrity practices (e.g., customer subscriber and privacy preferences). Uses appropriate messaging when representing the university and Extension.
• Organizes stakeholder communication efforts, where appropriate.
• Provides proctored test sites for OSU ECampus students in the local community.
• Serves as a liaison and contact for prospective OSU students.
• Travels throughout Multnomah County to provide stakeholder outreach and engagement services and to attend events that aligns with the responsibilities of this position.

30% – Administrative and Financial Functions

• Manages the operations of the office. Organizes the day-to-day operations and participates in activities that affect the administrative support services.
• Works with the appropriate university unit on finance, payroll, and human resources transactions for the office: OSU Controller’s Financial Strategic Services (FSS) Unit; University Human Resources Teams; and the division’s administration support teams.
• Collaborates with and assists RD on budget development including developing cost projections.
• Monitors fiscal activities. Accepts limited OSU signature authority as delegated by RD for recurring fiscal activities with responsibility to ensure compliance with OSU policies, standards, rules and procedures. Prepares quarterly projections in consultation with the division’s Fiscal Officer.
• Tracks expenditures and resources and develops monthly financial reports for RD. Monitors financial performance.
• Creates online workshop registrations, collect payments, and reconcile payments against the applicable documentation to maintain current and accurate records. Resolves discrepancies and works with division’s Fiscal Officer as needed.
• Advises all faculty and staff in proper handling of registration fees and other revenue, and proper purchasing procedures to be consistent with OSU policies, standards, rules, and procedures and sound business practices.
• Develops and administers contracts and agreements following OSU policies, standards, rules, and procedures. Works with the RD to ensure all agreements are current (e.g., memoranda of understanding, partnership agreements, and any rental/lease/sub-lease arrangements as appropriate).
• Arranges or coordinates meetings and advisory groups, as appropriate.
• Ensures support is available for programs and assists with program support as needed and directed by RD.
• Supports critical administrative and program office needs with office support responsibilities such as answering telephones, taking messages, routing incoming phone calls, setting up voicemail boxes in the phone system, maintaining online calendar for the office, US mail and express mail services, bank deposits, account maintenance, and other fiscal transactions.
• Serves as the local contact for the Extension’s civil rights program which includes working with the Division’s Diversity, Equity, and Inclusion Unit to achieve internal compliance. This may include assisting with the scheduling of internal review and corresponding arrangements; informing or directing staff members to information about our civil rights requirements; participating in civil rights training sessions; and ensuring that the Extension county civil rights files are current.

15% – Personnel Management

• Supervises classified employee as requested by RD due to vacancy. This may include planning and assigning work, approving leave requests, and working with RD and University Human Resources on disciplinary actions.
• Assists the RD with the recruitment searches as requested. Collaborates with the RD, University Human Resources, division’s administrative HR support team, and if applicable, designated program support representative on the recruitment process following current processing procedures, including the division’s Diverse Search Rule. Works with Student Employment Team on hiring of student workers.
• Assists the RD with new employee onboarding and orientation.
• Works with the RD to identify training needs for the faculty and staff to address best practices.
• Works with RD to create a welcoming office environment.
• Conducts staff meetings.
• Assists the RD as a regional local Strike Coordinator and a contact for the division’s Lead Strike Coordinator.

10% – Operations Management

• Coordinates all controlled property needs through the appropriate process as outlined in the lease/sub-lease agreements. Ensures custodial service needs for the office are provided.
• Oversees day-to-day facilities issues, indicate needs for repairs/improvements, and coordinates management with RD and appropriate lease/sub-lease representative.
• Serves as the safety coordinator and assists RD by submitting safety reports, ensuring office, equipment and workspaces are kept safe and meet all requirements of OSU and the lease/sub-lease agreements. Coordinates with the appropriate lease/sub-lease representative if any safety modifications need to be made in the facilities. Works with RD to ensure office’s Emergency Operations Plan is up to date for the office.
• Works with the OSU Emergency Preparedness Office to create and maintain an alert notification system for the office. In the event of an emergency, coordinates any notification and accountability with the RD.
• Serves as a conduit and resource for information technology needs as appropriate and/or directs to the Extension Computing Technology Unit (ECTU) and/or Community Network Help Desk. This includes serving as the Local Resource Person (LRP), a liaison between the OSU Extension Service team in Multnomah County and CN.
• Coordinates the maintenance and repair of office equipment, submit tickets to CN for the sets-up and maintenance of email and networking accounts of new and existing employees, establishes protocols for use of the printers/copiers, scanners, etc.
• Liaises with ECTU and/or CN for purchasing new computer systems, computer components and software applications for the office and staff. This may include researching new technologies for application within the office.
• Liaises with CN to ensure efficient and secure operation for all computer printers and related equipment.

5% – Service and Professional Development

• Participates in professional development opportunities that are appropriate for this position.
• Serves on committees (internal and external) as appropriate for the assignments of this position and to promote the OSU Extension Service in Multnomah County.
• Works with RD and other Administrative Office Managers in the Region to coordinate and attend an annual regional meeting to share best operational practices.
• Performs other duties to support the RD and promote the OSU Extension Service in Multnomah County.

Minimum/Required Qualifications:

Bachelor’s degree in Business, Business Management, Communications, Finance, Management, Non-profit Management, or in an applicable field and three (3) years’ professional experience providing administrative and/or financial support for an office or program; OR an equivalent combination of education, training, and professional experience.

• The administrative support and personnel management may include demonstrated ability to plan, organize, evaluate, manage, and delegate; set priorities; and manage multiple projects, activities, and deadlines simultaneously.
• The financial support may include budgeting, reconciling, accounts payable/receivable, and property management.

Experience networking and building collaborative relationships with stakeholders, community leaders and organizational leaders.

Experience with budgets and general financial management.

Demonstrated excellent verbal and written communication skills.

Demonstrated interpersonal skills to work as a collaborative member of a team.

Proficient in the use of computers including applications for word processing, spreadsheet development, electronic mail, scheduling, file management and web conferencing.

Experience utilizing communications and digital engagement tools, such as social media, e-newsletters, web content management and/or constituent relationship management.

A commitment to diversity and inclusion; and ability to interact with others with broad and diverse backgrounds.

Ability to make independent decisions and recommendations which align with policies, and ability to serve as a resource person.

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.

This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.

Preferred (Special) Qualifications:

• Experience in organization, decision-making, problem solving skills.
• Ability to supervise and manage staff.
• Ability to adapt to a changing technological environment.
• Individuals with bilingual (English/Spanish) skills are strongly encouraged to apply.

Benefits:

Oregon State University offers a comprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) 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.
• 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 (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU.

To review posting and apply, go to: https://jobs.oregonstate.edu/position_descriptions/138139. Apply to posting # P06935UF. Closes 6/9/23. OSU is an AA/EOE/Vets/Disabled.