Administrative Specialist

Oregon State University, United States

Updated: 11 months ago
Location: Portland, OREGON
Deadline: 06 Jun 2023

Position Details
Position Information


Department Pharmacy Professnl Instr (PHR)
Classification Title Administrative Program Spec
Job Title Administrative Specialist
Appointment Type Classified Staff
Job Location Portland
Benefits Eligible Full-Time, benefits eligible
Employment Category Regular
Job Summary
This recruitment will be used to fill one full-time Administrative Specialist position for the College of Pharmacy at Oregon State University (OSU). This position will be located in Portland, Oregon.
This position will support the operation, accreditation, assessment, and delivery of the PharmD and continuing professional education (CPE) academic programs in the College of Pharmacy. The position will require in-depth knowledge and application of the CPE rules and regulations governing assessment and accreditation so that delivery, payment and crediting for completion is accomplished. The position will also coordinate PharmD and CPE program assessments in compliance with College of Pharmacy practices and policies in support of all aspects of the academic programs.
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
25% Receive and review CPE presentations and programming advertisements from external partners and evaluate for compliance with all ACPE accreditation requirements; and provide training and guidance to presenters as needed to assure adherence to rules and regulations.
10% Proactively manage required CPE presenter and attendee documentation (e.g. conflict of interest statements, evaluations, registration, vouchers, and crediting) through solicitations, effective planning in collaboration with the CPE office team, and follow-through on monitoring and adjusting CPE course management software.
10% Collect and compile information and create monthly reports and invoices for CPE course enrollment, completion, crediting and billing of third-party partners; and use sound judgment to resolve related issues.
5% Research state-by-state policies on CPE requirements and offerings, and monitor accreditation changes to inform program development and revision plans.
25% Create electronic presentations by adding text, links and graphics as provided by instructors; formatting for readability and accessibility; and editing as directed using specialized presentation software.
15% Manage creation, distribution, collection, and proper storage of assessments, including course reports, for the PharmD and CPE programs, supplying information as appropriate to instructors, course coordinators and students/enrollees. Schedule, train, and monitor proctors for exam-based assessments to assure integrity and compliance with College of Pharmacy and accreditation-mandated protocols and procedures.
5% Provide classroom and program meeting technology support, including learning the connectivity protocols and trouble-shooting technology issues associated with the two-university, two campus model in the College of Pharmacy.
5% Assist instructors, coordinators and subject matter experts with administrative duties related to program delivery including supply management, scheduling and other duties as needed.
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
  • Proficiency with Microsoft Office Suite software including Word, Excel and Powerpoint.
  • Willingness to learn presentation software (similar to Powerpoint) as needed for presentation editing;
  • Clear and demonstrable attentiveness to detail.
  • Ability to use and apply good grammar.
  • Ability to understand written rules for accreditation compliance and evaluate whether documents or other materials are in compliance with accreditation standards.
  • Ability to communicate clearly, helpfully, and professionally with subject matter experts, presenters and others regarding accreditation rules and compliance, billing issues, registration, and other related activities;


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
  • Experience with evaluating documents for compliance with rules, regulations or policies.
  • Professional work experience in an educational setting.
  • Comfort with medical terminology.
  • Demonstrable commitment to promoting and enhancing diversity.
Working Conditions / Work Schedule
This position requires on-site attendance during regular work hours (8 AM to 5 PM) in the OSU College of Pharmacy space on the Portland-based OHSU campus. Some evening or weekend hours may be required on infrequent occasions with advance notice (for example, oversight of weekend CPE programming or an evening assessment.) Occasional travel to the Corvallis campus may be required (less than once per quarter).
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/136751

Posting Detail Information


Posting Number P04191CT
Number of Vacancies 1
Anticipated Appointment Begin Date 06/12/2023
Anticipated Appointment End Date
Posting Date 05/09/2023
Full Consideration Date 05/29/2023
Closing Date 06/06/2023
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
The closing date has been extended in order to expand the original applicant pool.
The full consideration date has been extended to May 29, 2023 for this posting in order to expand the original applicant pool.
To ensure full consideration, applications must be received by May 23, 2023. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice 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: Theresa Filtz at [email protected].
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
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.

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