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Oregon State University
Extension and Engagement
Posted: 08/04/2023
Administrative Office Manager
Oregon State University Extension Service Office in Morrow County is seeking an Administrative Office Manager. This is a full-time (1.0 FTE), 12-month, professional faculty position.

This Administrative Office Manager position is based at the Oregon State University Extension Service Office in Morrow County. The office location is Heppner, Oregon. Understanding the diverse needs of our workforce in Morrow County we are willing to consider an FTE between 0.80 to 1.00, depending on needs of successful candidate. The anticipated starting salary is in the range of $61,400 – 67,800.

About Morrow County
The Morrow County Extension Office is 270 miles east of the main campus in Corvallis, Oregon. It is situated on the outskirts of Heppner, Oregon—a small, rural community with a population of 1,300. Heppner is 45 miles south of the Columbia River and 20 miles north of the scenic Blue Mountain Range and the Umatilla National Forest. There is unlimited opportunity for outdoor recreation. For information on Morrow County, visit the Oregon Explorer: https://oregonexplorer.info/.
About the AOM Position:
The Administrative Office Manager (AOM) position is crucial to the day-to-day operations of the Extension Morrow County Office and its role in the University. The AOM is a team member of the Extension Morrow County Office and provides executive support for the office and the Central Regional Director (RD). This includes general administration and management, fiscal activities, facilities, human resources, risk management aspects, and any other services integral to the Morrow office and the Region. The position will provide supervision and direction for assigned staff, and will collaborate with the RD to ensure support is available for programs. In addition, this AOM will work collaboratively with the RD to increase the diversity of the Region’s workforce, including assisting the RD with the Extension Civil Rights program.

The Administrative Office Manager must be knowledgeable about all facets of the Extension Morrow County Office and Regional activities and is expected to organize and prioritize a demanding and complex workload, monitor progress, and adapt to changing needs.

The Administrative Office Manager must manage operations by deciding independently on appropriate actions and reporting those decision results to the RD as appropriate. This individual works with personnel at all levels of the university to determine the applicable policies, standards, rules, and procedures for operational activities and consistently and efficiently applies them appropriately. In addition, this person will work collaboratively with the RD to develop strong, positive local relationships with county governments, elected and appointed county/state/federal officials, and local stakeholders.

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 Division website: https://engagement.oregonstate.edu/.

OSU Extension’s research, 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
Commitment to inclusive excellence:
Oregon State University is committed to creating and maintaining compassionate and inclusive learning and working environments for all learners, visitors and employees. We envision collaborative community environments that enhance civility and embrace diversity. All employees are responsible for achieving this commitment. This commitment includes, but is not limited to, complying with Civil Rights and Language Access regulations. In addition, this individual will collaborate with faculty and staff to ensure that educational programs and outreach activities serve diverse populations, including those that have been historically marginalized/excluded from participation.

For more information on our commitment to inclusive excellence:
OSU Division of Extension and Engagement’s Diversity, Equity, and Inclusion
OSU Moving Forward Together
Position Duties
This Administrative Office 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.

65% – Administrative and Financial Functions
    • Oversees and manages the administrative and office support of the office. This requires organizing the day-to-day operations and participating 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; Human Resources Service Teams; and the Division’s administration support teams.
    • Collaborates with and assists RD on budget development. This may include drafting annual budgets, developing cost projections for budget requests, and making relevant adjustments in support of the RD’s final budget submission.
    • Ensures applicable budget meetings are scheduled. Updates budget documents. Coordinates with RD on the completion of any annual budget requirements.
    • Provides fiscal guidance and support to Gilliam and Wheeler counties by providing monthly expenditure reports, processing invoices, and reviewing Concur reimbursement requests.
    • Works with the RD in monitoring 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 Executive Director of Fiscal Operations.
    • Tracks expenditures and resources by program area and funds and develops monthly budget reports for RD and the appropriate faculty. Analyzes and compares budget to actual results to monitor 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 the with the Division’s Executive Director of Fiscal Operations 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: memoranda of understanding, intergovernmental agency agreements, partnership agreements, general county intergovernmental agreements, vehicle use agreements, and any rental/lease/sub-lease arrangements as appropriate.
    • Arranges or coordinates office meetings, appropriate gatherings, and Advisory Groups.
    • Assists the RD with the recruitment searches as requested.
    • Collaborates with RD to ensure 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, ordering supplies, 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.
    • Works with the RD and the Division’s Diversity, Equity, and Inclusion Unit on creating and sustaining an inclusive organizational culture.
    • Travels throughout Morrow County to support the operations of the OSU Extension Service in Morrow County and to attend community events that aligns with the responsibilities of this position.
4-H Volunteer Program Administrative and Financial Functions:
  • Coordinates with managing 4-H faculty to ensure 4-H record keeping databases and reporting systems are maintained. Is versed in essential 4-H software technologies including 4-H Online and Showorks.
  • Creates online workshop registrations, collects payments, and reconciles payments against applicable documentation to maintain current and accurate records.
  • Supports planning, logistics, marketing, and on-site execution of large 4-H events as needed. This may include summer camp, livestock weigh-ins, Morrow County Fair, and volunteer recognition events.
  • Coordinates with managing 4-H faculty to ensure that County 4-H Association agreements are up to date and on file.
  • Coordinates with managing 4-H faculty to ensure 4-H Association understands and follows OSU financial policies, standards, rules, procedures, and best practices.
10% – Personnel Management
  • Supervises temporary staff and student assistants as needed. This includes hiring, planning and assigning work, approving leave requests, conducting performance evaluation, and working with RD and the appropriate Human Resources Office on disciplinary actions.
  • Seeks and supports professional development of supervised staff.
  • Collaborates with the RD, Human Resources Service Teams, and Division’s Administration HR Support Team as applicable on the recruitment process of classified positions following current processing procedures, including the OSU Extension Diverse Search Rule. Works with Student Employment Team on hiring of student workers.
  • Assists the RD with new employee onboarding and orientation.
  • Works with RD to create a welcoming office environment.
  • Conducts staff meetings.
  • Serves as the local Strike Coordinator and the contact for the Division’s Lead Strike Coordinator.
10% – Outreach and Engagement
  • In collaboration with the RD, serves as liaison to local county government and county stakeholders.
  • In collaboration with the RD, builds and maintains relationships with elected and appointed county, state and federal officials; keeps state and federal legislators within the Region informed of Extension’s activities and value; executes legislative communication plan.
  • Helps members of the public connect to the full complement of OSU resources, including outreach and service-learning programs.
  • Provides excellent customer service and in collaboration with the RD, ensures customer satisfaction with services within the county.
  • Responds to requests for information in collaboration with RD.
  • Communicates county needs to RD. Collaborates with RD on topic identification, process, and criteria development, etc.
  • Collaborates with the RD to create and manage a broadly representative advisory committee/education council at the county level. Reports committee output to RD and other stakeholders as appropriate.
  • Provides proctored test sites for OSU ECampus students in the local community. Serves as a liaison and contact for prospective OSU students.
  • Collaborates with the RD to implement marketing strategies at local level, in conjunction with statewide strategies developed by OSU and OSU Extension.
  • Works with OSU University Relations & Marketing and the OSU Extension Communications unit to develop effective relationships with local media.
5% – Operations Management
  • Contributes information to the RD for the development of regional operations plans to ensure comparable and equitable treatment.
  • Organizes stakeholder communication efforts, where appropriate.
  • Coordinates all property and building maintenance projects 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, indicates 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.
5% – Technology Support
  • 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 Extension County Office and CN.
  • Utilizes technology to organize and manage electronic files, update content on websites, and other electronic forms as needed for the Extension Morrow County Office to adapt to a changing technological environment.
  • 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% – General
  • Ensures a welcoming and inclusive customer service.
  • Collaborates and liaises with the RD as needed to fulfill responsibilities.
  • Works with the RD to identify training needs for the faculty and staff to address best practices.
  • Works with RD and other office managers in the Region to coordinate an annual regional meeting for the unclassified office managers and classified office coordinators to learn best operational practices.
  • Participates in professional development opportunities that are appropriate for this position.
  • Serves on committees as appropriate for the assignments of this position and to promote the OSU Extension Service in Morrow County.
  • Performs other duties to support the RD and the Extension Morrow County Support Team.

Minimum/Required Qualifications

  • Bachelor’s degree in Business, Business Management, Communications, Finance, Management, Non-profit Management, or in an applicable field and three years’ professional experience providing administrative and/or financial support to a program or office; or an equivalent combination of education, training, and professional administrative and/or financial support 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.
  • Demonstrated 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.
  • Excellent customer service skills.
  • Experience with organization, decision-making, problem solving skills.
  • Proficient in the use of computers including applications such as or similar to Microsoft Office Suite for word processing, spreadsheet development, electronic mail, and scheduling.
  • A commitment to promote and enhance diversity and inclusion; and ability to interact with others with broad and diverse backgrounds.
  • Ability to maintain the strictest confidentiality.
  • Ability to work independently with minimal supervision.
  • Ability to make independent decisions and recommendations which align with policies and ability to serve as a resource person.
  • Ability to supervise and manage student workers and staff.
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.

To review posting and apply, go to: https://jobs.oregonstate.edu/postings/141822. Apply to posting #P07180UF. Closes 8/22/23.  OSU is an AA/EOE/Vets/Disabled.