Administrative Program Specialist

Oregon State University, United States

Updated: 2 months ago
Location: Corvallis, OREGON
Deadline: 20 Feb 2024

Position Details
Position Information


Department Chemistry (SCH)
Classification Title Administrative Program Spec
Job Title Administrative Program Specialist
Appointment Type Classified Staff
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option? Yes
Employment Category Regular
Job Summary
This recruitment will be used to fill one full-time Administrative Program Specialist for the Department of Chemistry at Oregon State University (OSU).
This position is responsible for working with the faculty and Department Head to determine and manage the direction of the Chemistry E-campus program and the undergraduate student program, and to make changes to the schedule of classes for the chemistry department.
The primary mission of the OSU Department of Chemistry is to provide a program of undergraduate, graduate, and postdoctoral education in chemistry and to conduct research and scholarly activities focused on areas of chemistry important to biology, materials and the environment. The department offers B.A., B. S., M.S. and Ph.D. degrees in Chemistry. The Department has about 35 faculty members, 100 graduate students, and approximately 250 majors. Approximately 3500 students are enrolled in the General Chemistry program each year.
Departments in the College of Science provide a core instructional role at OSU, supporting the ideals of learning, discovery, and engagement that are the foundation of a land-grant university. In addition, Chemistry has a large research enterprise and mission, with internationally acclaimed faculty and research discoveries.
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
25 % Chemistry Program Oversight:
  • Coordinate and manage projects to accomplish program goals:
  • With the Department Head, review program progress and position annually to recommend program goals and define development targets for the coming year.
  • Develop and implement strategy for obtaining data that ensure the department continues to offer high-quality instruction in chemistry courses.
  • Advises faculty and students on department, college, and university policies and procedures. Must interpret and apply departmental, college, and university regulations and procedures related to academic programs to non-routine situations.
  • Research competition, new trends in online education, etc., and recommend changes to Chemistry offerings as needed.
  • Establish assessment process to evaluate the success of the program. This information will be used to further improve and advance the Chemistry program.
  • Find opportunities to ensure the department will offer courses that meet the needs of a diverse student body. Research possible under-served markets (e.g., military spouses, high school students, home schooled students) and work with
  • E-campus Marketing to find ways to reach these students.
  • Implement recommendations approved by Department Head, assists in devoting long and short-range program goals.
  • Track student enrollments term-to-term and year-to-year, query data (e.g. course/series reports) for program assessment.
  • Search out and coordinate application for external funding sources (grants). When grants are funded, oversee projects,
  • following through on grant reporting requirements, ensuring work is carried out, and communicating outcomes/results with interested parties.
  • Propose projects to be funded by E-campus and on-campus sources; manage funded projects.
  • Use marketing and other resources to enable the continued growth in student credit hours.


15% Program Marketing
  • Participate in marketing planning meetings between E-campus marketing staff and Chemistry faculty and following up as requested.
  • Propose marketing projects and/or submit content for projects and follow up with implementation.
  • Target academic programs at other schools, writing to advisors of programs whose students may need our classes.
  • Supply information and materials as needed.
  • Search out and coordinate speaking and marketing opportunities for Chemistry E-campus faculty/staff.
  • Seek out partnership opportunities with other programs and universities. Market Chemistry undergraduate courses, degrees and programs.
  • Participate in formal presentations to promote the Chemistry E-campus program.

30% – Student and Faculty Support:
  • Respond to inquiries (email and phone) from potential students in a friendly and professional manner, keeping in mind that this is an important marketing opportunity.
  • Provide accurate information regarding the program, department and university processes.
  • Interpret transcripts to determine prerequisite override eligibility for current and prospective students.
  • Assist instructors with LMS (Learning Management System) course sites, making changes and monitoring as directed.
  • Liaison between Chemistry and E-campus concerning course listings, syllabus, and other concerns.
  • Assist Chemistry instructors in special projects as requested.
  • Monitors the department general email account and replies to requests in a timely manner.
  • Use CLSS (CourseLeaf Scheduler) to adjust course enrollment numbers, and update course instructors per University and Department policy and procedure.
  • Coordinate with E-campus staff to provide overrides for students.
  • Interprets and communicates Department and University policies and procedures to faculty, staff and students.
  • Provides information to students on academic success resources as well as available counseling services on campus.
  • Work with departmental Head, Undergraduate Adviser, and the College of Science Advising Office to maintain data on Undergraduate major students.
  • Run reports for enrollment, course grades, and class lists; compile and run specialized queries per faculty request.
  • Primary scheduler for classes by term. Adding and removing classes, updating populations, requesting room assignments and adjusting schedules using CourseLeaf.
  • Contact graduating students for photos, schedule photo shoots for graduating composite. Layout, photo editing, printing and framing of graduate composites.
  • Ensure that graduating students submit exit surveys and submit compiled survey report to Department Head on an annual basis. Alert Department Head of any potential issues.
  • Assist with High School Outreach program. Contact teachers and facility at partnered schools about available resources.
  • Development and production of marketing products for distribution to High School Chemistry instructors.
  • Assist with awards programs (Spring Awards, Undergraduate of the Quarter, etc.), including contacting students for biographical information and photos for use in the presentations and newsletter.

15% Chemistry Program Development and Communications:
  • Create agendas for and schedule regular meetings with Chemistry faculty. Facilitates meetings, records decisions and commitments made, and follow up on action items.
  • Communicate regularly with faculty concerning new developments in program.
  • Attend informational meetings, identify opportunities, and inform department faculty of new uses of multi-media innovations.
  • Research, assemble and share scholarly literature comparing online and on-campus education.
  • Work with faculty to assess program including student feedback, learning outcomes etc.
  • Research online assessment tools and work with available resources (both internal and external) to develop assessment tools (e.g. Concept Warehouse) for online learning.
  • Seek funding opportunities for this project in the future.

10% – General Office Duties:
  • Use multi-line phone system to handle requests and routes calls as necessary.
  • In charge of service calls and routine maintenance on four photocopy machines and one printer.
  • Processes and approves key requests. Updates and maintains the departmental key list.

5% – Other Duties:
  • Other duties as assigned.
What We Require

Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR an equivalent combination of training and experience. One year of postsecondary education may be substituted for up to one year of the experience.
What You Will Need
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
What We Would Like You to Have
  • Ability to work with little or no direct supervision.
  • Strong communication skills enabling clear, concise interactions with students, faculty, staff and public.
  • Strong computer skills (Word, Excel, Outlook), including Internet research. Experience with Banner and CORE software, specifically the Student Information System (SIS) and CourseLeaf Scheduler (CLSS)
  • Experience in project or program management, including proposal development, facilitation of work progress between participants, data collection and analysis, and communication of outcomes.
  • Demonstrated ability to balance a diverse and varied workload, managing multiple projects/activities.
  • A demonstrable commitment to promoting and enhancing diversity.
Working Conditions / Work Schedule
General work hours: Monday – Friday 8am – 5pm
The primary work location for this position is OSU’s campus in Corvallis, OR. However, remote work may be considered and established via OSU’s Remote Working Agreement as agreed on between the employee and supervisor with pre-determined review intervals for approval and continuation.
May require travel to promote program.
Pay Method Hourly
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Min Salary $18.92
Max Salary $28.59
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/68872

Posting Detail Information


Posting Number P04639CT
Number of Vacancies 1
Anticipated Appointment Begin Date 03/18/2024
Anticipated Appointment End Date
Posting Date 02/06/2024
Full Consideration Date
Closing Date 02/20/2024
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: Paula Christie, [email protected], (541)737-1681
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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