Job Description

Position Summary
This recruitment will be used to fill one full-time Administrative Program Assistant position for the College of Business at Oregon State University (OSU).

This position supports programs and staff members within the Career Success Center (CSC) and Student Engagement.

This position is responsible for the overall daily administration of program logistics.

This position is responsible for the coordination of tasks involving Student Engagement and the CSC classes, office, and programs.

Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
To calculate our Total Rewards Package use this link: https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator

Position Duties
50% PROGRAM COORDINATION FOR OSU CAFE
Provides on-site management to OSU’s Center for Advancing Financial Education, including day-to-day operations, staff scheduling, and supervision of CAFE peer mentors.
Assists with training for CAFE peer mentors.
Develops and delivers presentations to internal and external stakeholders and partners.
Meets with members of the OSU community on topics related to paying for college, including understanding student accounts and billing, scholarship search strategies, and FAFSA/ORSAA information.
Helps design and implement CAFE social media campaigns.
Helps design and develop CAFE marketing materials, including both print and digital assets.
Presents and tables at orientation workshops and events.
Manages platforms including but not limited to Microsoft Teams, Bookings, and Airtable.
Participates in ongoing training and professional development opportunities.

50% Program Coordination for Student Engagement
Processes and tracks financial-related paperwork such as: invoices; cash deposits; supply and travel reimbursements; and credit card transactions.
Orders supplies and equipment and maintains and tracks inventory. Organizes, implements, and maintains tracking systems and program records.
Assists with event and meeting logistics (catering, marketing, parking, program/building tours, room/venue reservations, supplies, and transportation) for the following: internal/external guest meetings, and events. Events include workshops, presentations, and information sessions; tabling; career fairs; on-site interviews, etc.
Serves as a liaison, point of contact, and general resource and referral regarding Career Success Center including clubs and university activities to guest speakers, alumni, advisory board members, students and family members, departments on campus and university employees, and internal and external partners.
Collaborates on the coordination and delivery of communication strategy for This Week in Business newsletter and on screens throughout Austin Hall.
Uses the University’s branding system to create event-related printed materials, flyers/posters, emails, reservations, brochures, and invitations for program, events, and classroom materials.
Manages and provides technical support for platforms including but not limited to Handshake, Blackthorn, and Airtable, Microsoft Teams and Ideal-logic.
Maintains university-required tracking and reporting on college-sponsored clubs and organizations and ensures COB implementation is in line with OSU policy.
Provides support to clubs, including general advising of club policies and procedures and club recruitment and engagement strategies. Assists with club-related logistics club meetings, events and travel, including advertisement of events and guest speakers. Co-leads club quarterly meetings and annual leadership conference, engaging in strategic decisions and event coordination.
Minimum Qualifications
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.
Additional Required Qualifications
Event planning experience.
Excellent communication skills (both written and verbal).
Exceptional organization and collaboration skills.
Strong competency with computers, specifically Microsoft Office Suites or equivalent, PowerPoint or equivalent, Excel.
Ability to juggle multiple tasks and responsibilities, prioritize appropriately, pay careful attention to details, and meet deadlines.
Ability to learn and work within OSU/OPU system.
Ability to juggle multiple tasks and responsibilities, prioritize appropriately, pay careful attention to details, and meet deadlines.
Ability to maintain professional decorum and show a high level of diplomacy with all students, university employees and program partners, both internal and external clients while providing excellent customer service.
Ability to carry on in strict confidence and remain calm under pressure.
Demonstrable commitment to promoting and enhancing diversity.

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.

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.
Preferred (Special) Qualifications
Administrative experience in a university setting.
Experience providing lead work to college age individuals.
Previous experience working with student clubs and sponsored organizations.
Previous experience assisting students with challenges related to paying for college.
Excellent problem-solving skills and resourcefulness to find information and or solutions for possible scenarios that may arise.
Knowledge of local vendors.
Excellent proofreading skills.
Ability to use design tools such as PowerPoint, Canva, etc.
Experience in managing budgets.
Strong competency with CORE or similar Customer Relationship Management (CRM) system, Salesforce, Adobe Acrobat, working knowledge of Outlook, Banner systems, and web and database experience.
Working Conditions / Work Schedule
This position typically staffs the office from 8am-5pm but may require weekend and evening hours to support events. The ability to travel/drive as needed for meetings and programs in the local area and potential travel to Portland, OR as needed for event and program support is required.
Ability to carry up to 15 pounds between university buildings is required.