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Job Opportunity: Executive Support Specialist 2:Oregon State UniversityJob description:Executive Support Specialist 2Bookmark this Posting | Print Preview | Apply for this JobPlease see Special Instructions for more details.Applications will be reviewed located 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. <b>Your profile MUST clearly show how you meet the minimum/required qualifications for the position.</b> Resumes are NOT accepted at the application stage for classified staff positions.Typically, the starting income is at the lower end of the income range. For additional information Contact Us by: Chris Hughbanks at christopher.hughbanks@oregonstate.edu 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 capability to help us achieve our vision of a diverse and inclusive community. This position is designated as a critical or security-sensitive position; therefore, the incumbent must prosperously complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 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. Position DetailsDepartment Univ Housing and Dining (MHD)Classification Title Executive Support Specialist 2 Job Title Executive Support Specialist 2 Appointment Type Classified Staff Job Location Corvallis Position Appointment Percent 100 Appointment Basis 12 Pay Method Hourly Min income $17.14 Max income $25.84 Employment Category Regular Position Summary This recruitment will be used to fill one full-time Executive Support Specialist 2 position for the Resident Education within University Housing & Dining Services at Oregon State University (OSU). The Residential Education Executive Support Specialist provides confidential administrative support and coordinates secretarial work for UHDS and specifically to the Director of Residential Education and the Residential Education leadership abilities Team. This position receives additional direction as appropriate from the Director of Diversity Initiatives & Programs and other UHDS Directors. This high-visibility position upholds the UHDS reputation for exceptional customer service through professional and courteous interactions with students, staff, industry vendors, university stakeholders, and the general public. This position supports a variety of functions within the Residential Education unit of UHDS and must: - independently perform support tasks established within UHDS policies and guidelines; - conduct administrative tasks including travel, supply orders, payroll, and invoices; - manage and maintain confidential records, including student conduct records and the tracking and releasing of conduct holds; - coordinate and support logistics for event planning and implementation as well as selection and training processes; - handle highly sensitive information; - perform special assignments as directed by the Director of Residential Education; - act as the communication link and representative of UHDS to campus partners and vendors. University Housing & Dining Services (UHDS) recognizes the importance of learning both in and out of the classroom, and supports the concept of education as an individual as well as a community practice. University Housing & Dining Services strives to provide students, faculty, staff, and guests with safe, economical, convenient, and comfortable living and dining options, and the department works to maintain the highest educational and service standards. UHDS houses over 4,800 students and offers a variety of living and dining options in 15 residence halls, three dining centers, over 14 retail and coffee shop locations across campus, a market, and a limited number of family apartments. UHDS is an auxiliary enterprise which is funded solely by customers who use our services - we receive no State or General fund allocation. University Housing & Dining Services is committed to an appreciation for diversity, and fosters an open, respectful and enjoyable living, learning, and working environment. A personal and professional commitment to providing excellent customer service and creating inclusive environments is a core value of University Housing and Dining Services. Position tasks 45% Residential Education Administration - Actively participates and takes notes in the Residential Education leadership abilities (RLT) and Management (RLM) and general team meetings to help resolve problems and discuss goals and objectives - Monitors monthly and quarterly expenditure reports to assure the expenditures are within budget allowance; - Act as custodian for UHDS Residential Education and Student leadership abilities purchasing cards. Assist multiple users of the cards and act as a backup when other card custodians are not available - supervises and submits payroll for all student staff employees - Provides support to various processes within the conduct system, including but not limited to the management and release of conduct holds and updates to data and forms within the Maxient system - Assists in the tracking and assessing of data collected from Community Development and Academic Initiative-located events and interactions - Manages position on-boarding process for professional staff in conjunction with the new employee's designated manager - Maintains personnel records of the professional and student staff - Completes assignments received in RLT and RMT meetings and assists the Director of Residential Education in formulating and implementing policies and procedures - Serves as member or chairperson of various UHDS task forces and committees as assigned - Conducts basic research assignments for programs, projects, and initiatives 30% Office Secretarial Support - Anticipates Director of Residential Education's needs by furnishing information required for official reply to correspondence and other official acts - Maintains written control of materials received, routed, assigned, or disposed of in UHDS; may take and transcribe dictation of confidential or legal information - Records and transcribes proceedings of meetings and conferences - Maintains calendars for designated Unit Leaders and possibly members of the Residential Education leadership abilities Team - Makes arrangements for meetings and special conferences - Arranges travel itinerary and accommodations, prepares and submits travel and expenses claims - Maintains files of correspondence, reports, instructions, guidelines, and similar material requiring rapid retrieval and presentation - Provides information, resolves problems, responds to complaints, or routes callers and visitors to appropriate official for action 10% Customer Service - Resolve unique concerns with housing issues raised by students, parents, or faculty & staff. - Pursues consistent, open dialogue with all students, staff, and partners to ensure a high level of satisfaction and consistency. - Customer Service within the position should incorporate the UHDS vision of engaging with students, enriching their lives, and helping them thrive. UHDS values will also be mirrored in interactions with people seeking service from the UHDS Administrative Office through trust and respect, community, shared leadership abilities, authentic relationships, creativity, innovation, and stewardship. - Demonstrates skills in working with a student population transitioning in the house to the University setting. 10% Diversity Initiatives & Programs Support - Assists in the tracking and assessing of data collected from events and interactions - Provides search support for student and professional staff search processes - Assists in purchasing, reservations, and caterings for DIP events - Conducts basic research assignments for programs, projects, and initiatives 5% Other tasks as Assigned Minimum Qualifications One year of practice performing administrative tasks in support of agency projects or programs. Qualifying practice would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar practice. Additional Required Qualifications - One year practice performing administrative tasks in support of agency projects or programs. Qualifying practice would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar practice. - Demonstrable commitment to promoting and enhancing diversity - Strong verbal, written, and interpersonal communication skills - Possession or capability to gain computer skills including, but not limited to Microsoft Office and Google applications, spreadsheets, word processing, and researching This position is designated as a critical or security-sensitive position; therefore, the incumbent must prosperously complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 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. Preferred (Special) Qualifications - practice working in higher education - Professional practice in a setting requiring strict adherence to confidentiality and maintenance of confidential records - practice using Maxient Working Conditions / Work Schedule Typical office environment with a usual working schedule of M-F, 8 AM - 5 PM. Shift and/or work assignment may be changed located on operational needs. Weekends and holiday work may be required due to the nature of our operation. This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. Yes This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. Yes Posting Number P03278CT Number of Vacancies 1 Anticipated Appointment Begin Date 01/03/2022 Anticipated Appointment End Date Posting Date 11/12/2021 Full Consideration Date 11/26/2021 Closing Date 12/03/2021 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified candidates Special Instructions to candidates Applications will be reviewed located 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. <b>Your profile MUST clearly show how you meet the minimum/required qualifications for the position.</b> Resumes are NOT accepted at the application stage for classified staff positions. Typically, the starting income is at the lower end of the income range. For additional information Contact Us by: Chris Hughbanks at christopher.hughbanks@oregonstate.edu 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 capability to help us achieve our vision of a diverse and inclusive community. This position is designated as a critical or security-sensitive position; therefore, the incumbent must prosperously complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 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. Supplemental QuestionsRequired fields are indicated with an asterisk (*).» * What does Information technology mean for you to have a commitment to diversity? (Open Ended Question) Documents Needed to ApplyRequired DocumentsOptional DocumentsSkills:
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