Administrative Assistant: Marine Studies Initiative (MSI)
Full Time
Corvallis, OR 97331
$44,496 - $75,516 a year
Posted
Job description
The Marine Studies Initiative is seeking an Administrative Assistant. This is a full-time (1.0
FTE
), 12-month, professional faculty position.
The Marine Studies Initiative (MSI) Administrative Assistant provides administrative support to the MSI Executive and Associate Directors and project support to the MSI office.
This position ensures the smooth functioning of MSI’s Corvallis campus office by providing logistical and communications support for MSI and related program activities. This Initiative was launched in 2015 by Oregon State University to advance excellence in marine-related education, research, and outreach and engagement. MSI is an organization within the Provost’s office. The MSI Administrative Assistant supports the MSI Executive Director and Associate Director in performing their duties to achieve program goals. This entry-level position is designed for individuals wishing to develop skills in the areas of executive support and project management.
The Administrative Assistant must develop an understanding of the Directors’ responsibilities and activities so that they can provide appropriate administrative support. Tasks are often varied and change in scope and complexity over time. The individual in this position organizes, prioritizes, and implements multiple tasks with overlapping timelines and must also be aware of the importance of positive public relations as part of the MSI’s engagement work with university administration, faculty, donors, students, and partners across private and public sectors.
The Administrative Assistant will bring a continuous improvement approach to their work, seeking ways to improve and enhance their performance. The person in this role should have curiosity about, and interest in, issues related to marine and coastal sustainability. Positions within the MSI are expected to demonstrate commitment to the organization’s mission, values, and goals including for advancing diversity, equity, inclusion, justice, and access.
For more information: https://marinestudies.oregonstate.edu and https://diversity.oregonstate.edu/
Why OSU?
The Marine Studies Initiative (MSI) Administrative Assistant provides administrative support to the MSI Executive and Associate Directors and project support to the MSI office.
This position ensures the smooth functioning of MSI’s Corvallis campus office by providing logistical and communications support for MSI and related program activities. This Initiative was launched in 2015 by Oregon State University to advance excellence in marine-related education, research, and outreach and engagement. MSI is an organization within the Provost’s office. The MSI Administrative Assistant supports the MSI Executive Director and Associate Director in performing their duties to achieve program goals. This entry-level position is designed for individuals wishing to develop skills in the areas of executive support and project management.
The Administrative Assistant must develop an understanding of the Directors’ responsibilities and activities so that they can provide appropriate administrative support. Tasks are often varied and change in scope and complexity over time. The individual in this position organizes, prioritizes, and implements multiple tasks with overlapping timelines and must also be aware of the importance of positive public relations as part of the MSI’s engagement work with university administration, faculty, donors, students, and partners across private and public sectors.
The Administrative Assistant will bring a continuous improvement approach to their work, seeking ways to improve and enhance their performance. The person in this role should have curiosity about, and interest in, issues related to marine and coastal sustainability. Positions within the MSI are expected to demonstrate commitment to the organization’s mission, values, and goals including for advancing diversity, equity, inclusion, justice, and access.
For more information: https://marinestudies.oregonstate.edu and https://diversity.oregonstate.edu/
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 :
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:
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Position Duties
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.
55% Support of the Directors’ Office Functions
Scheduling and clerical:
Scheduling and clerical:
- Provide confidential administrative support to the MSI Executive Director and Associate Director.
- Manage some, but not all, of the scheduling for the Director’s calendars, advise them of potential scheduling conflicts, and recommend scheduling solutions.
- Screen and redirect postal mail, prepare forms and letters and as needed and appropriate, assign and supervise student workers with these tasks.
- Collect data from a variety of sources to keep information in the MSI office calendars current regarding university and other pertinent events.
- Attend events to provide necessary administrative support such as attendee check-in and assistance, note taking, coordinating with catering and audiovisual conferencing needs.
- Project management and coordination assistance, for example, being included in emails, some of confidential nature, and taking actions on behalf of the Director such as scheduling meetings and sharing materials.
- Assist in program progress reporting.
- Support Directors in communications with donors.
Travel:
- Manage travel arrangements for the Directors and MSI Office activities, including determining most appropriate itinerary according to professional and individual requirements, preparing all required documents prior to and following travel, securing airline reservations, lodging, registration, logistics, and coordination of details at conferences and out-of-state meetings.
- As needed, support special projects requiring international travel and logistical support for guests and event participants.
Fiscal support:
- Act as primary liaison with business center(s) and MSI staff, including Port Orford Field Station, to ensure timely payments of invoices, reimbursements, awards, and other business transactions.
- Assist Directors in tracking the philanthropic accounts at Oregon State University Foundation.
Human resources liaison:
- Function as MSI’s Human Resources (HR) Liaison, which includes distributing important updates about HR policies and procedures.
- Schedule and maintain records related to MSI employment, including contracts and reviews.
- As needed, support the Directors in personnel searches.
- Lead the student employee hiring process for the MSI Office, including internship positions.
Other:
- Alert leadership to urgent and critical needs.
- Overall support of day-to-day operations of the MSI office, which includes purchasing office supplies and equipment and responding to office space maintenance needs.
- Participate in the development of MSI policies and procedures by attending planning meetings with leadership, providing critical and constructive feedback, being knowledgeable of OSU policies, and helping to identify programmatic needs.
30% Communications, events, and other outreach support on behalf of the MSI office
- Organize and attend activities and outreach events, such as, arrange and coordinate in-person and remote meetings, workshops, and retreats, including the coordination of agenda materials, managing overall event logistics, participant lists, site, and transportation arrangements.
- Arrange and coordinate catering and event spaces, event expenses, materials and supplies, and post-event activities.
- Review written communications for accuracy and consistency; make editorial changes and/or recommendations for clarity of communication.
- Develop, coordinate, distribute, and make accessible any informational products for internal and external constituents and stakeholders, which includes, newsletter(s), website(s) updates, brochures, and flyers.
- Coordinate and manage MSI’s email account(s) and listservs, social media, print mailings and postings.
- Develop and maintain databases of stakeholders, affiliated staff and faculty, and alumni, which includes listserv management and donor relations in coordination with OSUF, Hatfield Marine Science Center, and Port Orford Field Station.
- Serve as the liaison on behalf of the administrators with groups, agents, sponsors, students, and other constituents to answer questions, provide information, and handle correspondence by telephone, email, paper mail, and in person.
- Communicate unit policies and information, internally, to the employees of the Marine Studies Initiative.
10% Student employee supervision; Management of Volunteers
- Supervise and provide lead work for up to three student workers in support of day-to-day office operations and communications/outreach (plans, assigns, and approves work).
- Maintain volunteer lists and documents.
- Create and maintain student employee and volunteer orientation and operations manuals for common student employee and volunteer tasks and responsibilities.
- Stay current with OSU policies related to student employees and volunteer service.
5% Professional development
- Attend and engage in professional development opportunities, including those for advancing inclusive excellence at OSU.
- Bachelor’s Degree plus at least one year of prior office management and/or administrative support experience– OR – associate degree plus at least three years of prior office management and/or administrative support experience
- Must be self-sufficient and able to make decisions independently when appropriate.
- Detail oriented with ability to manage multiple assignments, establish priorities, and meet deadlines.
- Strong writing skills, evidenced by well written communications.
- Exceptional interpersonal and customer service skills, with specific examples of experience
- Demonstrated interest in marine studies.
- Advanced computer skills, including familiarity with or ability to learn systems for writing, editing, budgeting, information management, scheduling, presentation, graphics, and digital communications such as websites and social media.
- A 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 and those in youth programs may have additional criminal history checks every 24 months.
- Bachelor’s Degree with emphasis in following disciplines (or similar): environmental science or studies, natural resources management or policy, marine biology, oceanography, sustainability studies, ethnic studies, geography, international or global studies, sociology, psychology, communications.
- Experience in a university, government, or public agency setting.
- Experience with supporting an organization or a supervisor.
- Experience and/or demonstrated understanding of appropriately managing confidential information.
- Experience with tracking budgets and university, or equivalent, on-line administrative systems for fiscal, purchasing, and human resource actions.
- Experience with event planning.
- Evidence of project management, including meeting deadlines.
- Evidence of projects requiring organized information management.
- Experience working on projects where team members are distributed across different locations.
- Evidence of collaborative work demonstrating excellent interpersonal communication skills.
- Experience with coordinating and/or creating content for websites and social media.
- Computer skills for multimedia and surveys, including creative products, web content management, video social media, and survey software.
- Experience with supervising others.
- Working knowledge or experience with Oregon’s coastal, watershed, and marine issues, stakeholders, and ecosystems
Typical office environment. The Assistant will be expected to work primarily on site [not remotely], Monday through Friday, during regular office hours. Occasional evening and weekend work and some regional travel related to event and program support may be required. When this occurs, a flex schedule may be implemented for the affected week. Intermittent and temporary remote work agreements that do not impact office operations may be possible with supervisor pre-approval. Punctuality and reliable attendance are required. Incumbent must be able to occasionally move office and event supplies, up to 25lbs.
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No
Posting Detail Information
Posting Number
P06746UF
Number of Vacancies
1
Anticipated Appointment Begin Date
06/01/2023
Anticipated Appointment End Date
Posting Date
04/21/2023
Full Consideration Date
05/09/2023
Closing Date
05/16/2023
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
To ensure full consideration, applications must be received by May 09, 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.
When applying you will be required to attach the following electronic documents:
When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional information please contact: Kristen Milligan at Kristen.Milligan@oregonstate.edu or 541-737-2778.
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 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.
Starting salary within the salary range will be commensurate with skills, education, and experience. The anticipated starting salary will be $44,496-$60,000.
Starting salary within the salary range will be commensurate with skills, education, and experience. The anticipated starting salary will be $44,496-$60,000.
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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