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Administrative Program Assistant

Company: UNIVERSITY OF OREGON
Location: Eugene
Posted on: March 24, 2020

Job Description:

Administrative Program AssistantApply nowJob no:525337Work type:Classified StaffLocation:Eugene, ORCategories:Administrative/Professional, Administrative/Office SupportDepartment:OCIAS (Oregon Consortium for International and Area Studies)Classification:Administrative Program AssistAppointment Type and Duration:Regular, OngoingSalary:$15.49-$23.01 per hourFTE:1.0Review of Applications BeginsPosition closes April 10, 2020Special Instructions to ApplicantsIn addition to your online application, please submit: A resume. A cover letter including an explanation of how you meet the minimum and any preferred qualifications. Answers to the following supplemental questions:

  • Give an example of a workrelated experience when you recognized a need, then devised and implemented an improvement to a system or process. Describe the issue or problem, the solution and the outcome. Would you have done anything differently?
  • Describe experience demonstrating your ability to represent an organization in communication with internal & external audiences. Give examples demonstrating communication with individuals from diverse backgrounds & cultures.
  • This position is responsible for a variety of tasks, some of which cannot easily be anticipated, and many of which are complicated with specific deadlines. How will you organize yourself to complete different tasks, while not losing sight of deadlines?Department SummaryThe Administrative Unit includes English, Folklore, OCIAS, and a grouping of CAS special programs. The Department of English is the largest academic department at the University of Oregon. The teaching staff numbers 150-160 and the Department offers two undergraduate university requirements - Writing 121 and 122. The annual enrollment in English Department classes averages around 14,000.Oregon Consortium for International & Area Studies (OCIAS) is the administrative support unit for the Department of International Studies (IS) (which as of Fall 2017, houses the Global Health Minor and a new International Studies Minor), and the African Studies (AFR), Asian Studies (AST), European Studies (EURO), Latin American Studies (LAS), Middle Eastern and African Studies (MENA), Russian, East European and Eurasian Studies (REEES) programs. These are all interdisciplinary academic programs within the College of Arts and Sciences at the University of Oregon leading variously to a Bachelors degree, minor, certificate, and/or Master's degree. Approximately 95 courses are taught each year through these programs by OCIAS-related and other UO faculty, instructors from off-campus and visiting professors. The seven programs have approximately 700 students (undergraduate and graduate). Approximately one-fifth of these students are international students. International Studies, REEES, and Asian Studies admit Graduate Students.Position SummaryThe purpose of this position is to coordinate services and operations for OCIAS with additional focus on undergraduate student services. This position is responsible for the initiation and completion of projects and/or assignments requiring the management of sequential and non-sequential work flow.The position is a primary contact for the general public, students, faculty, and UO departments for the international and area studies programs within OCIAS. The scope of duties and responsibilities is wide and includes providing support services for OCIAS Director and faculty, Graduate Employees (GEs), and the various programs' undergraduate advisors; editing and updating internal and external written materials relating to the seven undergraduate programs; providing updates and editing of the program websites; tracking enrollment statistics; maintaining undergraduate student files; and tracking undergraduate requirements. The position will communicate with students about program requirements, as well as adding or dropping new majors and minors. This position will be responsible for updating course catalog undergraduate information, coordinating spring commencement details for the multiple OCIAS programs with ceremonies, working with program directors and heads to plan unit events and coordinate publicity. The position will serve as assigned as a liaison to hosted guests throughout the admin unit, coordinating events, symposia or conferences, and assisting the Unit Business Manager with special projects and special events. This position will oversee and recommend hiring of administrative student employees.Minimum Requirements 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.Professional Competencies Work effectively both independently and as a member of a team. Manage multiple priorities, solve problems, and stay organized with a keen attention to detail. Exhibit a high level of interpersonal communication skills to handle sensitive and confidential situations with poise, tact, and diplomacy. Ability to understand and follow guidelines, policies, and procedures. Skilled in Microsoft Office, Word, Excel, PowerPoint, Outlook. Demonstrated ability and/or commitment to working with faculty, staff, and students from diverse backgrounds in an inclusive, welcoming environment. Excellent interpersonal and cross-cultural skills. Ability to work effectively under pressure of deadlines and competing demands. Flexibility, good judgment, discretion, and confidentiality. Excellent computer and office skills.Preferred Qualifications Proficiency with Microsoft Excel and Word, and the ability to quickly learn specialized software. Ability to identify, analyze, and track large volumes of data/information on an on-going basis, and to correct identified discrepancies. Experience in a college or university setting. Experience planning and/or coordinating special events. Demonstrated strong organizational and communication skills and the ability to work with individuals from diverse backgrounds.FLSA Exempt:NoAll offers of employment are contingent upon successful completion of a background inquiry.This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union. The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visithttp://hr.uoregon.edu/careers/about-benefits.The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us atuocareers@uoregon.eduor 541-346-5112.UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at http://police.uoregon.edu/annual-report.Advertised:16 Mar 2020Pacific Daylight TimeApplications close:10 Apr 2020Pacific Daylight Time

Keywords: UNIVERSITY OF OREGON, Eugene , Administrative Program Assistant, Administration, Clerical , Eugene, Oregon

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