Job Description

Job Summary
This recruitment will be used to fill one full-time Office Specialist 2 position for the Division of Extension and Engagement’s Extension Lane County Office with Oregon State University (OSU).

This Office Specialist position is based at the Oregon State University Division of Extension and Engagement’s (division) Extension Service office in Lane County, Oregon.

The Office Specialist is a member of the OSU Extension Lane County support team. This individual performs a wide range of office support, technical, and/or minor administrative or business-related tasks in support of OSU Extension programs and/or operations. The Office Specialist assists clientele who phone or visit the office. This individual assists with communication, data entry and office support for Extension programs in Lane County. This includes providing excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.

In addition, this position provides general office and outreach support for the 4-H Youth Development, Family and Community Health, Forestry, Master Gardener, Horticultural and Agricultural programs as needed.

Key duties include:
assisting with program enrollment and participant registration,
maintaining the contents on the Extension Lane County website and social media resources,
assisting managing faculty with program advertising and marketing.

This individual assists the program faculty and staff with ensuring that educational programming and outreach activities serve broad and diverse populations in an accessible, inclusive, equitable, and socially just manner.

The division has built the capacity and expectation for employees to use digital communications and technologies in the modern-day workplace. This reflects our demonstrable commitment to using digital communications tools and changing technologies as a primary way to raise Oregonian’s awareness of and engagement with our organization, programs and resources.

About Lane:
Lane County is one of 36 counties in Oregon and is located in Western Oregon. The faculty, staff, and trained volunteers of the OSU Extension Service in Lane County work alongside local partners to provide educational workshops, activities, and services tailored to the unique industries, natural resources, and people in the Lane County communities. To learn more about Lane County, visit the Lane County Oregon webpage (https://www.lanecounty.org/home) and the Extension Lane County webpage (https://extension.oregonstate.edu/lane).

About the division:
The Division of Extension and Engagement (division) is core to Oregon State University’s mission. The Division helps create real solutions and positive impact across Oregon and beyond. The division is aligned under the leadership of the Vice Provost for Extension and Engagement. For more information about our division and its core units and initiatives: https://engagement.oregonstate.edu/.

Oregon State University strives to ensure that all educational programs, services, activities, and materials we offer to the public are identified, developed, delivered, and evaluated in an accessible, inclusive, equitable, and socially just manner. OSU division’s educational programs, services, activities, and materials are available to all people. OSU division prohibits discrimination in all its programs, services, activities, and materials. All employees are responsible for and expected to comply with Civil Rights obligations and actively work to expand access to all eligible populations.
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.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

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% General Office Support
Serve as reception and front office support. Greet clients in person and by phone.
Respond to inquiries and requests in a timely, courteous, and accurate manner. This includes responding to requests for information regarding programs and services; explaining and clarifying rules, processes, and procedures to the public; providing specialized information about services available. Direct inquiries to appropriate information resources, faculty, staff or volunteers.
Provide excellent customer service.
Answer telephones using multi-line system, take messages, route incoming calls.
Handle shipping and postage needs for office. Travel/driving will be required.
Open and close the office daily based on the Extension Lane County Office operation hours and participate in daily staggered lunch breaks.

30% General Program Technological and Communication Support
Coordinate and post content for social media, including but not limited to Facebook, Twitter, Instagram and/or other media as they arise.
Work with faculty and volunteers to develop engaging and inclusive content for use across social media platforms. Assist with developing social media ad campaigns to promote programs. Coordinate with faculty and staff to align website and social media content.
Update content on the Extension Lane County website; create/design digital materials for content on web pages, working with the program’s faculty; and update calendars.
Create, design, proof and distribute fliers, newsletters and other educational materials etc. for local programs and events.
Collaborate with faculty and staff to promote programs and services.
Ensure communication and marketing initiatives are consistent, inclusive, and accurate in presentation.

25% General Program Business Support
Assist faculty and staff with registration set-up and management, both online using Ideal-Logic and through other mechanisms.
Assist clients with registration processes.
When requested, assist the Administrative Office Manager with event planning and coordination, including arranging for volunteers, facilities, publications/advertising, conference materials, and registration procedures for Home Shows, fair activities, etc. Travel/driving will be required.
Prepare documents (letters, reports, memos, forms, etc.) from draft or general instructions as needed.
Review enrollment/registration and volunteer applications for accuracy and completeness.
Contact registrants, parents, volunteers, partners, faculty, staff or other people, as necessary, to obtain missing information. Make corrections or follow-up as appropriate. Exercise excellence in customer service during follow-up. Individuals will have various identities, backgrounds, and communication styles and expectations. Utilize forms of communication best suited to situation (phone, fax, e-mail, letter, etc.).
Collaborate and assist other staff members with utilizing Ideal-Logic (the OSU online registration program) and other databases, as appropriate, to retrieve information, generate reports and complete data entry tasks.
Maintain security and confidentiality of client/student, volunteer and 4-H member information.

5% General Technology Support
Utilize technology to organize and manage digital files.
Provide other general technological support as needed.

5% Fiscal Support
Collect funds for services and materials such as registration fees, sale of publications.
Record and maintain a record of all fiscal transactions and submit them to the Administrative Office Manager.
Process and reconcile fiscal transactions on OSU assigned card credit used for unit’s business transactions.
Serve as a backup to the Administrative Office Manager and/or other staff to deliver bank deposits, when necessary. Travel/driving is required.
Perform responsibilities as they relate to OSU relationship with County 4-H Association and County Master Gardener Association, where applicable: Follow OSU financial policies, standards, rules, procedures, and best practices and the County Association agreement.

5% Other Duties
Provide general office support, in collaboration with other staff members, under the oversight of the Administrative Office Manager.
Assist the Administrative Office Manager with ensuring a safe, welcoming, and respectful environment for all employees, constituents and clients.
Provide excellence and empathetic customer service while engaging in culturally appropriate and inclusive communication for all.
Complete the division’s civil rights training session(s).
Assist Administrative Office Manager with civil rights obligations such as collecting data and documents for internal reviews and ensuring program marketing materials include reasonable accommodations information.
Perform other duties as assigned.