Administrative Program Assistant

Oregon State University, United States

Updated: 19 days ago
Location: Corvallis, OREGON
Deadline: 09 Apr 2024

Position Details
Position Information


Department Facilities Ops & Maint (QFS)
Classification Title Administrative Program Assist
Job Title Administrative Program Assistant
Appointment Type Classified Staff
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Employment Category Regular
Job Summary
This recruitment will be used to fill one full-time Administrative Program Assistant position for the Access & Lock department within Facilities Services at Oregon State University (OSU).
This position supports the Access & Lock department within Facilities Services. The position incumbent is responsible for maintenance of key access and logging records. They will also provide associated program customer service to colleagues, clients, and vendors. This position tracks lock and key changes, and ensure requests comply with current Oregon State University (OSU) Key Policy. This position works with customers to find best solutions to their security requests by referring them to University policy Key Shop policy and standards and by referring them to the Key Shop Manager.
Facilities Services recognizes the importance of learning and research both in and out of the classroom and supports the concept of education as an individual as well as a community experience. Our primary focus is to provide top level service to OSU students, Staff, Researchers, Visitors, and the General Public.
A personal and professional commitment to providing excellent customer service and creating inclusive environments is a core value of Facilities Services.
The purpose of this position is to provide quality, courteous, and timely facilities maintenance services to all internal and external customers; to directly support operations and maintenance; to provide continuous, reliable and efficient service; provide quality work; to coordinate work with supported units; and to provide professional quality services to all campus customers.
Employee shall conduct themselves in accordance with the mission vision values of the organization and per the Expectations of a Professional Work Environment
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 country. 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.
• Free confidential mental health and emotional support services, and counseling resources.
• 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
30% Record Keeping & Data Management
  • Maintain accurate records of various administrative tasks, including key transactions, inventory, and correspondence.
  • Organize and file digitized and paper records and reports efficiently.
  • Accurately input information into databases or spreadsheets pertaining to key and access control programs.
  • Generate and prepare security-based reports based on collected data. Reports are provided to Department of Public Safety, OSU Auditors Division, Department Heads, and the Key Shop Manager. Reports help to ensure accuracy, safety, and security of the Campus.
  • Conduct scheduled key audits as requested.
  • Enroll credentials into access control system.


30% Customer Service:
  • Communicate promptly with colleagues, clients, and vendors over email, over the phone, and in-person.
  • Communicate with access control vendors to coordinate the work locations and tasks at the direction of the shop manager.
  • Draft professional emails, memos, and other written correspondence.

30% Key Services & Supply Management
  • Maintain a log of key issuance.
  • May assist with cutting of keys as needed.
  • Perform key and card audits. Regularly verify and audit keycards and access credentials.
  • Collect and deliver keys as needed to a central location. This will require driving to and from locations across campus.
  • Order supplies and tools. Monitor inventory levels and place orders with stores purchasing for office supplies, equipment, and tools.
  • Perform inventory control. Keep track of stock and ensure availability of necessary items.

10% Other Duties as Assigned
Any administrative responsibilities include but are not limited to becoming familiar with all construction standards, standard operating procedures, policies and practices set forth for Facilities Services, follow all business rules, standard operating procedures, and administrative practices for work management duties using the current CMMS system.
This position supports essential functions of campus operations, and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. The incumbent will be contacted by their direct supervisor or unit leadership daily for extended University delays or closures to determine if they are required to report to work.
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
  • Excellent interpersonal and communication skills.
  • Demonstrated strong oral and written communication skills which include the ability to articulate complex or technical information and interpret rules and regulations.
  • Ability to successfully manage internal and external communications during times of crisis.
  • Experience with computers and spreadsheets.
  • Ability to work in a results-oriented customer service environment.
  • Ability to effectively utilize resources to produce desired outcomes.
  • Ability to perform tasks with high attention to detail.
  • Ability to successfully manage strict deadlines and prioritize tasks in emergency and/or time sensitive situations.


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 in a university environment or a public facility.
  • Demonstrable commitment to promoting and enhancing diversity
Working Conditions / Work Schedule
Work schedule is Monday – Friday 7:00 am – 4:00 pm. This position supports essential functions of campus operations, and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. The incumbent will be contacted by their direct supervisor or unit leadership daily for extended University delays or closures to determine if they are required to report to work.
Pay Method Hourly
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Min Salary $18.57
Max Salary $27.69
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/152173

Posting Detail Information


Posting Number P04730CT
Number of Vacancies 1
Anticipated Appointment Begin Date 05/13/2024
Anticipated Appointment End Date
Posting Date 03/26/2024
Full Consideration Date
Closing Date 04/09/2024
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 this position.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Stephanie Harrison at [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.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at [email protected] .

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