Administrative Program Assistant

Oregon State University, United States

Updated: 10 months ago
Location: Oregon City, OREGON
Deadline: 16 Jun 2023

Position Details
Position Information


Department Ext 4-H Yth Dev OffCmpus (TEX)
Classification Title Administrative Program Assist
Job Title Administrative Program Assistant
Appointment Type Classified Staff
Job Location Oregon City
Benefits Eligible Full-Time, benefits eligible
Employment Category Regular
Job Summary
This recruitment will be used to fill one full-time Administrative Program Assistant position for the Oregon State University Extension 4-H Youth Development program in Clackamas County.

The Admin Program Assistant works with the Clackamas County 4-H team to assist with the coordination of 4-H educational programs and events. This position is located in Oregon City, OR.
Program Mission
4-H provides young people with intentional, high quality learning experiences that promote positive interactions with adults and peers, sustained and active participation across time, and opportunities to make meaningful contributions to the world around them. This mission is accomplished through the work of volunteers, youth, community members and professionals who organize and conduct learning experiences in club, group, community, and family settings. Programs are implemented in a manner that is consistent with the best practices in the field to youth development and respectful of local norms and culture.
Purpose of the Position
The Administrative Program Assistant Provides direct program and administrative support to the OSU Extension Clackamas County 4-H Youth Development Program areas. The Admin Program Assistant will manage special projects including event coordination and registrations, volunteer hours, and final reports. The individual in this position is the point of contact for the major volunteer program and must be able to make independent decisions about applications, eligibility, enrollments, and scheduling, handle information requests, and follow 4-H program regulations.
The Oregon Extension and 4-H Youth Development Programs reach close to 100,000 young people annually through out-of-school, after-school, and in-school programming. 4-H staff may provide administrative oversight to a broad array of programs which may involve minors, animals, and firearms. Some 4-H experiences may require transportation of members in motor vehicles and chaperoning overnight accommodations. 4-H staff are also required to ensure compliance with Federal and State regulations related to youth protection, fund-raising, taxation, and the nonprofit status of 4-H and affiliated organizations.
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 work with the managing faculty member to design, develop, maintain and/or carry out Extension programs to ensure that educational programs and outreach activities serve diverse populations, including those that have been historically marginalized/excluded from participation.
Please visit the following webpages for more information on our commitment to inclusive excellence:
OSU Extension and Engagement’s Diversity, Equity, and Inclusion Unit:
https://extension.oregonstate.edu/about/diversity-equity-inclusion .
OSU Moving Forward Together:
https://leadership.oregonstate.edu/president/moving-forward-together
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 knowledge, tools and skills 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 county. 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 Rewards 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.
• 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 learn more about the full value of the benefits provided at OSU.
Key Responsibilities
This Administrative Program Assistant embeds the commitment of the university to a collaborative and inclusive community in all interactions and duties performed and contributes to a welcoming and respectful workplace culture. This individual ensures that educational programs and outreach activities serve diverse populations, including those that have been historically marginalized/excluded from participation.
35% 4-H Clackamas County Club and Fair Coordination
  • Update the County Fair book annually with changes from the state fair book and 4-H committees.
  • Assist 4-H staff in managing, coordinating, and staffing the 4-H Fair Office for the annual county fair.
  • Provide administrative support for major off-site 4-H events such as County Fair. Transport supplies and equipment to and from off-site events. Travel is required.
  • Set up ShoWorks program annually. Manage the online entry process. Collaborate to process fair entries and payments, update correspondence and forms, and prepare fair entry materials.
  • Track all Clackamas County 4-H State Fair Exhibitors and entries per instructions from State 4-H Program.
  • Update 4-H County Fair results, noting all fair exhibits that have been selected to advance to annual Oregon State Fair. Input the State Fair results into the appropriate State 4-H ShoWorks program.
  • Work with 4-H Faculty and volunteers to prepare 4-H Fair Report of number of youths, exhibitors and animal breeds in attendance for the Clackamas County Fair Director, following OSU policies, rules, and procedures and the County 4-H Association Agreement.
  • Accept, respond to, and process inquiries from youth and adults interested in 4-H program participation. Explain the 4-H program to potential volunteers, members, and members’ parents. Establish and maintain system of tracking club and member placement.


30% 4-H Adult and Youth Volunteers Coordination
  • Act as a liaison for current and potential 4-H Volunteers. Provide instructions and respond to questions regarding the 4-H Volunteer Application Process. Respond to inquiries and concerns in a timely manner.
  • Coordinate volunteer approval process, including reference checks, Criminal History Check, training date(s) completion. Maintain volunteer spreadsheet and individual volunteer files for faculty review. Send and follow up on volunteer applications and re-certification documents. Ensure compliance and explain polices when questions arise.
  • Liaise with OSU Office of Youth Safety and HR to comply with OSU volunteer guidelines and ensure compliance. Work with HR to initiate and track criminal history checks for new volunteers. Track and arrange for all current 4-H Volunteers to complete 24-month Criminal History Checks as appropriate. Keep the OSU Youth Safety Registry up to date. Answer questions and explain polices and rules as needed.
  • Assist 4-H Faculty with the arrangement of new volunteer training as needed.
  • Assist with enrollment of all new volunteers 4-H Online program, including 4-H club-based programs and specialty programs. Generate reports as needed.
  • Guide and assist volunteers with on-line training process.
  • Track continuing education requirements.
  • Work with faculty to edit new leader training materials. Coordinate with Office Specialist to assemble handouts and training aids.
  • Responsibilities as it relates to OSU relationships with County 4-H association includes:
    • Coordinate with managing faculty to ensure that County 4-H Association agreements are on file and followed;
    • Follow OSU financial policies, standards, rules, procedures, and best practices and the County 4-H Association agreement;
    • Refer to the 4-H procedures handbook for working with the County 4-H Association.

30% General 4-H Program Support
  • Provide administrative assistance and resources in support of Clackamas County Extension 4-H activities and events.
  • Maintain archives of past 4-H activities, photos, records and supplies.
  • Display professional and friendly customer service as a primary contact, and often first point of contact, for 4-H Program and OSU Extension Service.
  • Answer questions regarding 4-H State Program rules, policies, procedures for 4-H members, volunteers, parents, and other interested persons.
  • Participate in annual Civil Rights Reporting and other reporting requirements with 4-H Faculty.
  • Participate in 4-H Team meetings, offering recommendations for programming and procedures.
  • Assist faculty with reviewing, maintaining and tracking program supplies and curriculum inventory. Assist faculty with ordering supplies for the Clackamas County 4-H program. Remove and recycle obsolete 4-H curriculum and/or supplies as needed.
  • Collaborate with 4-H faculty to manage, update and maintain the Clackamas County 4-H website and social media with appropriate 4-H information, program details, web calendar of events and other information. Follow OSU protocols for website design and best practices. Attend appropriate website trainings offered by OSU and State 4-H Program related to website content and design.
  • Be available, at prearranged times to assist with moving program supplies in the county office and storage site.
  • Assist with editing the 4-H newsletter and Clover Comments e-newsletter. Handle correspondence and update 4-H materials and documents.
  • Design, coordinate, and support promotional and educational displays at county fair and other 4-H and community events. Provide promotional kits for volunteers to conduct 4-H recruitment programs. Maintain supply of promotional materials, swag and brochures.

5% Other Duties as Assigned
  • Provide back-up and assistance for front office when necessary for walk-ins, phones, deliveries and visitors.
  • Complete all other duties as assigned.
  • Ensure communications follow OSU marketing and non-discrimination best practices.
  • Ensure confidentiality is maintained as specified by OSU and 4-H policies.
  • Attend trainings and professional development required for position.
What We Require
Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.
What You Will Need
  • Demonstrated oral and written communication skills.
  • Experience with customer service and problem-solving.
  • Demonstrated ability to interact successfully with adult volunteers.
  • Experience working with diverse audiences and cultures.
  • A demonstrable commitment to promoting and enhancing diversity and inclusion.
  • Experience utilizing multiple computer programs and web tools to complete tasks such as Microsoft Office applications, Google Suite, database and spreadsheet programs, email and social media platforms.
  • Demonstrated ability to create content and graphics for web, social media, and print media.
  • Demonstrated ability to multi-task and meet critical deadlines with numerous interruptions. Ability to manage time.
  • Ability to prioritize daily and weekly tasks with team and supervisor.
  • Demonstrated ability to work independently with minimal supervision.


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.
What We Would Like You to Have
  • Experience working with youth or with adult volunteers in an organized program.
  • Bi-lingual in English/Spanish.
  • Ability to adapt to a changing technological environment including changes in equipment and learning new software.
Working Conditions / Work Schedule
  • Monday-Friday, 8 am – 4:30pm
  • Occasional evenings or weekends as needed for 4-H events or training.
  • Ability to lift up to 50 lbs. of 4-H event materials and equipment.
  • Ability to travel in and out of state for 4-H events and trainings.
Pay Method Hourly
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Min Salary $17.43
Max Salary $26.00
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/137398

Posting Detail Information


Posting Number P04207CT
Number of Vacancies 1
Anticipated Appointment Begin Date 06/19/2023
Anticipated Appointment End Date
Posting Date 05/16/2023
Full Consideration Date
Closing Date 06/16/2023
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
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.
Equivalent required experience is based on full-time equivalent (40 hours per week).
If you are using relevant volunteer experience to meet minimum qualifications, please include this information in the Employment History section of the application.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Leah Sundquist, [email protected]
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.
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 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the Motor Vehicle Check Requirement.

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